Employee Benefits and Services
Accounts With the University
Food Service
Personal Holiday
Annual Enrollment
Funeral Leave
Retirement Savings
Benefit Plan Effective Date
Health and Dental Insurance
Sick Leave
Bookstore
Health Insurance Portability and Accountability Act
Social Security
Continuation of Health Coverage/COBRA
Holidays
Transportation Services
Credit Union
Jury Duty
Travel Accident Insurance
Cultural/Athletic Events
Leaves of Absence
Tuition Assistance
Direct Deposit
Life Insurance
U.S. Savings Bonds
Employee Assistance Program
Lost and Found
United Way
Employee Discounts
Long Term Care
Vacation
Flexhealth Premium
Long Term Disability
Voting Time
Flexible Spending Plans
Parking Facilities
Wellness Connection
Washington University provides a comprehensive and competitive benefits package for full-time and part-time employees who work 20 hours or more per week on a regularly scheduled basis. The University provides some benefits at no cost to employees. Other benefit offerings provide important protection to employees at a reasonable cost.
Complete and official details of all benefit plans are contained in materials that employees receive in new employee orientation and that are located on the Office of Human Resources web site
(
https://hr.wustl.edu
)
. The descriptions in this handbook are only brief summaries for general information. Contact the Human Resources Benefits Office for more details.
The existence of these employee benefits and plans, in and of themselves, does not signify that an employee will be employed for the requisite time necessary to qualify for these benefits and plans.
Health and Dental Insurance
The University has several health insurance plans and a dental only insurance plan so that employees may select coverage which best meets their individual needs. University health insurance plans include medical, dental and prescription drug coverage. The University provides a choice of Preferred Provider Organizations (PPO), a Health Maintenance Organization (HMO) and a Point of Service (POS) plan. If health insurance is not needed through the University, an employee may select dental coverage only. All plans provide coverage for the employee and his or her dependents.
All full-time and part-time employees working 20-hours or more per week on a regularly scheduled basis are eligible to participate in these health insurance plans. The University makes a monthly contribution toward the cost of health or dental only insurance for all eligible full-time and part-time employees. An employee and his or her dependents are covered for health or dental only insurance if enrolled within the first 31 days of employment, within the first 31 days of a qualifying life event or during annual open enrollment in May. Under such circumstances, pre-existing conditions are covered.
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Annual Enrollment
Employees have an opportunity to make changes in their health/dental insurance plans during annual enrollment each November. At this time, employees may transfer from one plan into another, cancel coverage and add or delete dependents. The changes made during annual enrollment are effective January 1.
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Flexhealth Premium
Flexhealth is a program designed to increase spendable income by lowering the amount of gross salary on which taxes are paid. By participating in the Flexhealth program, employees pay health or dental only coverage with before-tax dollars thereby increasing their spendable income. Health or dental only premiums are deducted from total gross
salary and federal, state, city and social security taxes are calculated and deducted from this lower balance. However, this prevents any changes in health coverage outside of the open enrollment period except in the case of a qualifying event such as the birth of a child, marriage or death of a family member. Flexhealth is automatic upon enrollment in any University-sponsored health plan.
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Flexible Spending Plans
The spending plans available at Washington University allow employees to pay for health and child care expenses on a before tax basis. In other words, no federal, state, city or social security taxes are paid on amounts set aside within the spending plan account(s).
To participate in health and/or child care spending plans, an employee must enroll within the first 31 days of hire, within the first 31 days of a qualifying life event or during annual open enrollment in November.
Federal law requires that expenses must be incurred by December 31 of the calendar year; claims may be submitted until March 31 of the following year. Any funds remaining in the flex spending accounts will be forfeited. Considering this IRS rule, employees should be conservative in electing their flex spending deductions.
Health Spending Plan --
Some common examples of health expenses that may be submitted for reimbursement under the health spending plan are deductibles and copayments, eyeglasses and contact lenses, hearing aids, non-covered prescriptions and dental charges above the annual maximum. Reimbursement is not available for premium payments, cosmetic surgery or expenses covered by any health or dental plan.
Child Care Spending Plan --
Qualified child care expenses are those rendered by a licensed day care center or a baby-sitter over the age of 19. The services must be rendered for the sole purpose of allowing both parents to work or seek an education. The child receiving the care must be under the age of 13.
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Life Insurance
Term Life
-- All regular full-time employees who have completed six (6) months of service are provided basic term life insurance equal to 100% of their annual base salary rounded to the nearest $1,000.
Supplemental Term Life
-- All full-time employees and part-time employees working 20 hours or more per week on a regularly scheduled basis may elect to purchase optional employee term life insurance coverage in increments of one-, two-, three- or four-times their annual base salary rounded to the nearest $1,000, not to exceed $1,000,000.
Dependent coverage is available for a spouse/domestic partner in the amounts of $25,000, $50,000, $75,000 or $100,000. A health statement is required when purchasing over $50,000 of spouse/domestic partner life insurance. Eligible dependent children (birth to 19 years of age, or age 23 if a full-time student) can be covered for a $4,000 death benefit per child.
If enrolled within the first 31 days of employment, coverage is effective on the first of the month following the date of hire. If application is made at a later date, the employee
must complete a health statement that must be approved by the life insurance company. Employees may cancel or reduce supplemental coverage at any time.
Variable Universal Life Insurance
-- Variable universal life insurance is available to full-time employees and part-time employees working 20 hours or more per week on a regularly scheduled basis. This is a policy that is portable (the employee may continue as an individual policy holder with the same face amount and premium schedule) upon termination of employment. Employees may elect coverage in increments of one-, two-, three-, four- or five-times their annual salary, with a required minimum of $100,000 and a maximum of $2 million. An optional HIV rider is available at an additional cost.
An employee may enroll in this plan within the first 31 days of employment or during the open enrollment period every November. Employees are required to complete a health statement and the coverage is subject to satisfactory evidence of insurability. Employees who purchase this life insurance plan are eligible to take advantage of certain investment options.
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Long Term Disability
If a full-time employee is unable to perform his or her position responsibilities at Washington University due to medically related reasons, he or she may apply for long term disability benefits and for Social Security disability benefits. This plan, which is provided at no cost to employees, is available to full-time employees who meet certain qualifications. If approved, the plan provides a benefit equal to 60 percent of the employee’s annual salary as of their last day worked, is paid after a six (6) month waiting period and is offset by Social Security disability and/or worker’s compensation.
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Long Term Care
The University offers full-time employees and part-time employees working 20 hours or more per week on a regularly scheduled basis the opportunity to purchase long term care insurance for themselves and/or their spouse/domestic partner. This coverage provides custodial care in a nursing home, in an individual’s own home or in an adult day care center if the employee or spouse/domestic partner is unable to perform at least two (2) activities of daily living.
Contact the Human Resources Benefits Office with additional questions and/or for information regarding long term care coverage.
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Tuition Assistance
Washington University offers tuition assistance to employees, their spouses/domestic partners, and their dependent children. Except as noted, benefits apply only to courses offered by Washington University. Those who wish to enroll in programs or courses must establish eligibility for tuition benefits through the Danforth Campus Human Resources Benefits Office. They must also comply with normal admissions procedures and meet normal admissions requirements. Information about requirement and benefit details is available from the Benefits Office.
For Full-time Employees
-- Full-time employees who regularly work during the day may enroll in undergraduate or graduate courses offered through evening programs. Full-time employees who regularly work evening or night shifts may (with verification of that schedule) enroll in courses offered through day programs. This is available to full-time employees the first semester following one year of employment.
Full-time employees are entitled to fee remission for up to seven credit hours of course work per semester.
Fee remission for eligible undergraduate courses is 100%; fee remission for eligible graduate courses is 50%.
For Spouses and Domestic Partners of Full-time Employees
-- Spouses and domestic partners of full-time Washington University employees who have completed one year of continuous, full-time service are entitled to fee remission of 50% for undergraduate courses offered through evening programs the first semester following one year of employment.
Spouses/domestic partners of full-time Washington University employees who have completed five years of continuous full-time service are also entitled to fee remission of 50% for undergraduate day programs. (Under certain circumstances, full-time service at other accredited institutions of higher education may count toward this eligibility requirement.)
For Children of Employees
-- Washington University offers education benefits to the financially dependent children of full and part-time employees. Both the employee and the dependent student must meet certain eligibility requirements.
The percentage of tuition remission depends on the school to be attended, the employment and the employment status and history of the parent.
For eligible children of full-time employees who have completed five years of continuous full-time service, or the equivalent, or after seven years or the equivalent of current continuous full-time service for employees hired or rehired after July 1, 2006, Washington University will pay 100% of tuition and mandatory academic fees in any Washington University undergraduate program.
For eligible children of full-time employees who have completed seven years of continuous full-time service, or the equivalent, Washington University will pay tuition cost and mandatory academic fees at another accredited undergraduate institution not to exceed 50% (40% for employees hired or rehired after July 1, 2006) of the then current Washington University undergraduate tuition.
For eligible children of part-time employees who have completed the equivalent of five years of continuous full-time service, or after seven years or the equivalent of current continuous full-time service for employees hired or rehired after July 1, 2006, Washington University will pay 50% of tuition and mandatory academic fees in any Washington University undergraduate program.
For eligible children of part-time employees who have completed the equivalent of seven years of continuous full-time service, Washington University will pay tuition cost and mandatory academic fees at another accredited undergraduate institution not to exceed 25% (20% for employees hired or rehired after July 1, 2006) of the then current Washington University undergraduate tuition.
To be eligible for dependent tuition, a faculty member must carry at least 50% of a full-time academic workload and a staff member must regularly work at least 20 hours per week. There may be no break in service. In calculating equivalent service, part-time service will be counted based on actual hours worked as a percentage of full-time service.
Under certain circumstances, full-time service at other accredited institutions of higher education may count toward this eligibility requirement.
To be eligible for dependent tuition, the dependent student must be enrolled in an undergraduate program leading to a first bachelor’s or lesser degree. The student may receive aid for no more than eight semesters (or the equivalent at universities with different academic periods). A student may be eligible for less than eight semesters of aid if she/he begins higher education before the student or parent becomes eligible for the benefit.
These benefits are also available to children of (a) employees who died while employed by the University and who were eligible for the benefit, (b) otherwise qualified employees on approved leave, including disability leave, and (c) retirees who were eligible for the benefit at the time of retirement.
To seek these tuition benefits for a dependent child, the employee must complete a Request for Tuition Assistance form. The form and further instructions may be obtained from the Danforth Campus Human Resources Benefits Office or from the Human Resources web site. Obtaining and retaining dependent tuition benefits requires compliance with responsibilities and procedures described in greater detail in other documents.
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Retirement Savings
The University provides its regular full-time and part-time employees with a defined contribution retirement savings plan that combines employee contributions, University contributions and investment earnings to build financial security for retirement. Participating employees choose funds from Teachers Insurance and Annuity Association (TIAA), the College Retirement Equities Fund (CREF) and/or the Vanguard Group of Mutual Funds. The University plan qualifies as a 403(b) tax deferred annuity under the Internal Revenue Code, thereby deferring taxes on contributions to the retirement years when benefits are withdrawn. Ownership of both employee and University contributions is fully vested in the participant.
Upon employment, all regular full and part-time employees working 20 hours or more per week on a regularly scheduled basis are eligible to contribute up to the then current IRS maximum deferral limit.
Employees must complete two (2) years of service to be eligible to receive the University’s contribution. The employee is required to make a minimum contribution of at least five (5) percent of his/her annual base income in order to receive the University’s contribution. Employees with earnings less than $30,000 may contribute less than the minimum contribution of five (5) percent to receive the University’s contribution. (The minimum contribution is $5.00 per month for annual earnings less than $20,000 and three (3) percent for annual earnings between $20,000 and $29,999.)
The University’s contribution is based on the employee’s age on January 1 as
follows: Less than age 45 – 7 percent
45 to 49 – 8.5 percent
50 and over – 11.5 percent.
For active employees, loans and hardship withdrawals are available on the total employee account balance. For active employees age 59 1/2 and over, rollovers and distributions are available on the total employee and University account balances.
Contact the Human Resources Benefits Office with any questions and/or information regarding the retirement savings plan.
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Benefit Plan Effective Date
The initial effective dates for our benefit plans vary by plan and the employee's date of hire. Generally, the effective date for the health insurance, dental only insurance, flex spending, supplemental term life insurance, variable universal life insurance, long term care insurance and retirement savings plans is the first of the month following the employee's date of hire. The free term life insurance plan is effective six (6) months after the employee's date of hire and the free long term disability insurance is effective one (1) year after the employee's date of hire. With the exception of long term disability, which ends on the employee's last day worked, coverage or participation in all benefit plans ends on the last day of the month in which employment terminates.
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Travel Accident Insurance
The University provides accidental life insurance coverage to a maximum of $250,000 for employees traveling on University business.
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Social Security
The Federal Social Security Act covers all employees. The University deducts the required percentage from an employee’s paycheck to pay the employee’s portion of this protection and the University matches this deduction dollar for dollar. The plan is designed for future security and the security of dependents and provides for retirement, disability, death, survivor and Medicare benefits.
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Continuation of Health Coverage/COBRA
The University is required by the Consolidated Omnibus Budget Reconciliation Act (COBRA) to offer continuation of group health or dental only insurance coverage, at the employee’s expense, to certain employees and their dependents who experience a qualifying event.
In the case of termination or reduction of hours, coverage may continue for up to 18 months. Dependents may be eligible for up to 36 months. In the case of disability occurring during the first 18 months of continuation, coverage may be extended for an additional 11 months.
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Health Insurance Portability and Accountability Act
Federal law requires employers to provide certificates of coverage to employees enrolled in group health insurance plans when terminating employment. This certificate, when presented to a new employer, limits exclusions for pre-existing conditions. An employee who becomes ineligible for benefits because of a reduction in hours will also receive this certificate.
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Vacation
The University’s vacation plan is designed to provide employees with the opportunity to rest. Regular full-time employees accrue vacation at the rate of 1.83 days per month (approximately) to 22 working days per year. If the employment date occurs on or prior to the 15th of the month, the employee earns 1.83 days of vacation for the first month of employment; if the employment date occurs on the 16th of the month or later, vacation is not accrued during the first month of employment.
Part-time employees working 20-hours or more per week on a regularly scheduled basis accrue vacation time at a percentage of the time worked.
To calculate the vacation time earned each month for part-time employees, divide the number of hours worked per week by 40 to calculate the percent of time worked. Next, multiply the percent of time worked by 22 and multiply the answer by 7.5 hours to calculate the annual prorated vacation hours.
Vacation is tracked on a fiscal year basis, July 1 through June 30, and may be taken following six (6) months of employment with the approval of a supervisor. Vacation days must be used by the end of the next fiscal year (June 30). Full-time employees may not begin the fiscal year with a balance greater than 22 days. Vacation is earned during active employment and does not accrue while on leave status.
The maximum vacation time that an individual may take in any one fiscal year is equivalent to his/her annual maximum accrual (for a full-time employee this would be 22 days).
An employee with six (6) or more months of regular service whose employment is terminated for any reason will be paid for accrued unused vacation time up to a maximum of 22 days (or the maximum accrual allowed based on full- or regular part-time status). Terminating part-time employees, with greater than six (6) months of service, will be paid for unused accrued vacation up to their maximum accrual only. Terminating employees may not use vacation in lieu of providing notice of their intension to resign.
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Holidays
The official holidays for which time off with pay is granted are as follows:
New Year’s Day
Martin Luther King, Jr. Day
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Friday after Thanksgiving Day
Christmas Day
In order to receive holiday pay, employees must be on the active payroll and must have worked their last scheduled day before the holiday and their first scheduled day after the holiday, unless otherwise excused by their supervisor for vacation or verified sick leave. Verified sick leave requires a physician’s statement.
If asked to work on a regular University holiday, an employee will receive equal compensatory time off in lieu of the time worked or
be compensated for the holiday and, at straight time, for hours worked on the holiday. If the regular paid holiday occurs during paid vacation, the holiday is not counted as a vacation day. An employee on leave is not entitled to pay for holidays occurring within or at the end of a leave.
Part-time employees working 20 hours or more per week on a regularly scheduled basis receive pay if the holiday occurs during their regularly scheduled work period. If the holiday occurs on a day the employee is not scheduled to work, the employee does not receive holiday pay.
When a holiday falls on Sunday, the following Monday will be observed as the holiday. If a holiday falls on Saturday, the preceding Friday will be observed as the holiday.
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Sick Leave
Paid sick leave provides financial assistance to regular full-time and part-time employees working 20 hours or more per week on a regularly scheduled basis who are unable to work due to personal illness or injury. It is not to be used for absences resulting from intemperance, personal negligence, routine medical or dental appointments or the illness of another family member with the exception of the first day of an emergency illness or injury of an immediate member of the employee’s household.
Regular full-time employees accrue sick leave at the rate of one (1) day per month. If the employment date falls on the 15th of the month or earlier, the employee earns one (1) day of sick time for the first month of employment; if the employment date falls on the 16th of the month or later, a sick day is not accrued during the first month of employment.
Part-time employees working 20 hours or more per week on a regularly scheduled basis accrue sick leave at a percentage of the time worked. For example, an employee regularly scheduled to work 20 hours per week would accrue four (4) hours of sick time per month.
A maximum of 120 days of sick leave may be accumulated but no pay for unused sick leave will be granted to an employee whose service is terminating. Each employee is entitled to a maximum of five (5) working days of sick leave per year without medical verification. The remainder of sick leave granted per year requires acceptable medical verification that includes certification that the employee is being treated, is unable to work and indicates the approximate amount of time necessary to be away from work. Sick leave is earned during active employment and does not accrue during leave of absence. Paid sick leave may not be used until the completion of six (6) months of employment
.
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Personal Holiday
An employee who has accumulated 12 days or more of sick leave and is not absent during the following fiscal year due to illness (other than illness covered by the Family & Medical Leave Act) receives one (1) paid personal holiday to be taken in the following fiscal year.
An employee who has accumulated 60 days or more of sick leave and is not absent during the following fiscal year due to illness (other than illness covered by the Family & Medical Leave Act) receives two (2) paid personal holidays to be taken in the following fiscal year.
Personal holidays are pro-rated for part-time employees, do not accumulate and are not paid at termination.
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Leaves of Absence
Family and Medical Leave
--
The University recognizes that employees occasionally need to take time away from work to care for important family and medical needs. The Family and Medical Leave Act (FMLA) allows eligible employees to take up to 12 work weeks of unpaid job protected leave in a 12-month period for the following reasons: The birth of a child (medical leave), the placement of a child in the home for adoption or foster care (new child leave), care of a child after birth, within 12 months of birth or placement of an adopted or foster child in the home (new child leave), the need to care for a spouse, child or parent who has a serious health condition (family leave), or serious personal illness that prevents an employee from doing his or her job (medical leave).
Washington University’s policy requires that employees taking FMLA leave use accrued sick leave or vacation time, depending upon the circumstances. This means that, under certain conditions, an employee may receive pay for part or all of the time on a leave of absence. If an employee takes a new child or family leave, he or she will be required to use any available vacation days. During a medical leave, an employee will be required to use accrued sick days at the beginning of the leave. If the leave continues after all accrued sick days have been used, an employee will be required to use accrued vacation days.
To be eligible for new child, employee medical or family leave, an employee must have been employed by the University for at least 12 months and have worked at least 1,250 hours during the 12 months immediately preceding the leave.
Leave may be taken all at once, intermittently (such as for periodic medical treatment) or, if the circumstances of the job permit, by working part-time (such as just after a child’s birth or while recovering from an illness). Arrangements should be discussed with the appropriate supervisor and additional documentation indicating the medical necessity may be required.
A request for a leave of absence generally will not be granted if an employee has already used 12 weeks of leave during the preceding 12 months.
If both spouses are employed by the University, the total combined leave time may be limited to 12 weeks in a single 12 month period for the birth of a child or the placement of a child for adoption or foster care; or to care for the employee’s parent with a serious health condition. However, each employee may use up to 12 weeks of leave during any 12 month period if the leave is for the care of the employee’s spouse or child with a serious health condition or the employee’s own serious health condition.
If the employee takes any leave covered by this policy, coverage by the University’s group insurance plan may be continued. During the leave, the employee is responsible for his or her portion of the insurance premium just as if he or she were continuing in active employment. Contact the Human Resources Benefits Office for additional information. Vacation and sick time does not accrue during a family or medical leave.
If you experience a family status change during your leave of absence (such as a birth of a child or adoption of a child) you must complete a health and dental enrollment/change form within 31 days of the family status change in order to cover the new dependent under your healthcare plan through the University. If this paperwork is not submitted to the Benefits Office within the 31 days of the family status change, your child will not have coverage after the initial 31 days of the birth and will not have any coverage for an adopted child.
If the need for a leave of absence is foreseeable, an employee must complete and submit a form applying for leave at least 30 days in advance. For an unforeseeable leave such as might be required after an accidental injury or a sudden change in health, the University requires that an employee notify his or her school/department of the need for leave as soon as possible. Even if verbal notice has been given, the University requires a completed application form.
When requesting family or medical leave, an employee must provide an original certificate from a physician or practitioner to verify the health condition that causes the need for a leave of absence. The certification must come from a health care provider and should be submitted to the employee’s supervisor or the person he or she designates. Certification forms are available from the Office of Human Resources or our web site
(
https://hr.wustl.edu
).
An employee who has been on a leave of absence for a medical reason must provide a doctor’s statement of ability to return to work. It is a good idea to stay in touch with the department while on leave and to make arrangements well in advance of returning to work.
Failure to comply with these guidelines or falsification of any of the information requested may result in a delayed or denied leave and disciplinary action up to and including discharge.
The University is required to return an employee to the same position or a position equivalent to the one left when the employee went on leave. Although the job an employee returns to may not be identical, it will offer the same working conditions and benefits. An employee will not lose any seniority or benefits because of the leave.
Departmental Leave of Absence
-- A departmental leave of absence is designed to provide job-protected, extended time off to employees who are unable to work due to medically related reasons. Regular full-time and part-time employees with a full year of service and having worked 1,250 hours over the previous 12 months are eligible for this benefit. The maximum amount of time off available is a total of six (6) months in a 12 month period. Time off granted under this policy is coordinated with the time off benefits provided by the FMLA and the University’s family and medical leave policy. Employees are required to use accrued sick time while on departmental leave. When
accrued sick time is exhausted, employees are required to utilize accrued vacation time. If necessary, the balance of the time will be without compensation.
While on an approved departmental leave, an employee is guaranteed reinstatement to his or her former position or a comparable one within the school or department, without loss of seniority and benefits. This guarantee is contingent upon the employee providing a physician’s certification that he or she is fully released to return to work no later than six (6) months from the start of the leave.
With supervisory approval, job protected time off may be taken beyond the period of disability due to childbirth. The total period of time off cannot exceed six (6) months from the start of the leave period. Employees are required to use accrued vacation time during this period of extended leave. The balance of time off will be without pay.
Personal Leave
-- At the discretion of the supervisor and department head, an employee with five (5) or more years of continuous full- or regular part-time service may be granted time off, without pay, up to a maximum of four (4) weeks. Whether an employee is granted a personal leave may depend upon job requirements, the availability of a temporary replacement and the projected ability of the department to reinstate the employee after the leave. The University is under no obligation to hold open or return an employee to his or her position while out on personal leave. Benefits will continue during a personal leave and the employee will be responsible for payment of the employee portion of the premium. Sick and vacation time does not accrue. While on personal leave, an employee may not accept other employment or work as a contractor for the University. Employees on personal leave are not eligible for unemployment benefits.
University Leave of Absence
-- A University Leave of Absence may be granted by the Vice Chancellor for Human Resources when an employee is requesting a leave of absence for personal reasons or when an extension beyond the six (6) month departmental leave is necessary. Employees must have at least five (5) years of continuous full-time service to be eligible to apply for a University Leave of Absence. An employee whose job performance is below standard and is considered to be on a “performance improvement action plan” is ineligible for a University Leave of Absence.
The maximum period of leave is a total of 12 months. Under no circumstances may a University Leave of Absence or a combined University and Departmental Leave of Absence exceed a period of one (1) year.
While on leave, health insurance will remain in effect and the employee will continue to be responsible for payment of the employee portion of the premium. Sick and vacation time is not accrued during a University Leave of Absence. Employees on leave are not eligible for payment of holidays that fall within or at the conclusion of the leave period.
An employee on University Leave of Absence is not provided any guarantee for reemployment. Should the employee desire a return to active employment with the University he or she is encouraged to use the resources available in the Employment Office.
Military Leave
-- Faculty and staff members of Washington University who are also members of the United States military will receive a leave of absence to fulfill their military obligations.
A.
Notice
– Employees requesting military leave must provide advance notice to their supervisor, unless the giving of such notice is precluded by military necessity or is otherwise impossible or unreasonable.
B.
Compensation
– Regular full-time and benefits-eligible part-time employees called to active military duty shall receive the difference between their University salaries and their military compensation for a period of up to six months from the date of military activation or the length of service, whichever is shorter. Funding for active duty leave shall be from departmental resources, and payment shall be made consistent with the regular payroll schedule.
Following the period of paid active duty leave, continued military leave is unpaid. Likewise, military leave for members of the Reserves or National Guard to fulfill training obligations is unpaid. Employees may utilize accrued vacation time during unpaid military leave. The University will not apply accrued vacation time toward military leave without the employee’s consent.
C.
Benefits
1.
Vacation and Sick Time
– Vacation and sick time will not accrue during military leave.
2.
Health Benefits
– Employees on active duty leave may elect to continue participation in the Washington University group health plans with University contribution during the salary differential payment period (maximum of six months). At the conclusion of the salary differential payment period, employees on active duty leave may elect to continue participation in the Washington University group health plans without University contribution for the duration of the leave period or up to 24 months, whichever is shorter. An employee on leave fewer than 31 days will only be required to pay the employee’s share of the premiums.
3.
Tuition Assistance
– Tuition assistance will continue for spouses, domestic partners and dependent children during the period of military leave.
4.
Retirement Savings Plan
– Employees on military leave are not eligible to continue making contributions to the University’s retirement savings plan. Employees on active duty leave are not eligible to receive the University contribution following the salary differential payment period. A returning employee will be allowed to make up any missed deferrals or contributions over a period equal to three times the period of the military leave, up to a maximum of five years, and the University will make up any missed contributions attributable to those employee contributions. Makeup deferrals and contributions are limited by the Internal Revenue Code as applicable to theyear to which the deferrals or contributions relate, not to the year in which they are made up.
5.
Life Insurance
– University-provided life insurance will continue to be provided by the University during military leave. Optional life insurance coverage will be continued during military leave as long as the required monthly premium is paid.
6.
Accidental Death and Dismemberment Insurance, Travel Accident Insurance, Long Term Disability
– These benefits will be suspended during military leave. Upon returning to work from military leave, any such suspended benefits will be reinstated, as appropriate.
7.
Workers’ Compensation
– Workers’ Compensation benefits are not available if the disability is the result of war. Other government benefits may be available.
D.
Reemployment
– Absent unusual circumstances, the University will reemploy eligible employees returning from military leave. Supervisors should consult with Human Resources to determine employee eligibility.
1.
General reporting requirements
– Employees returning from military service of 30 days or fewer must report for reemployment by the beginning of the first full regularly scheduled work period on the first full calendar day following the completion of the period of service, provided that such reporting time is at least eight hours after the completion of the service period. Employees returning from military service of 31 to 180 days must submit an application for reemployment no later than 14 days after the completion of the period of service. Employees returning from military service of 181 days or more must submit an application for reemployment no later than 90 days after the completion of the period of service. An employee’s failure to report to work or to apply for reemployment within these time limits does not automatically forfeit the employee’s reemployment rights, but does subject the employee to applicable policies and practices governing unexcused absences.
2.
Documentation
– Employees returning from military leave of 31 days or more must provide documentation along with their application for reemployment showing that their application is timely, and that they are eligible for reemployment. If such documentation does not exist or is not readily available at the time of application, it must be submitted as soon as practicable after it is created or becomes readily available.
3.
Reemployment priority
a. Employees returning from military service of fewer than 91 days will be promptly reemployed in a position in accordance with the following order of priority:
i. In the position in which the person would have been employed if his/her continuous employment with the University had not been interrupted by such service (the “escalator position”), provided that the person is qualified to perform the duties of such position; or
ii. In the position the person held on the date of the commencement of military service (the “former position”), only if the person is not qualified to perform the duties of the escalator position after reasonable efforts by the University to qualify the person; or
iii. In any other position (with full seniority) for which the person qualifies (with reasonable assistance from the University, if necessary) that is the nearest approximation to the escalator position, the former position, or a like position (in that order of priority), only if the person is not qualified for either the escalator position or the former position and cannot become qualified with reasonable efforts by the University.
b. Employees returning from military service of 91 or more days will be promptly re-employed in a position in accordance with the following order of priority:
i. In the escalator position or a position of like seniority, status and pay, the duties of which the person is qualified to perform; or
ii. In the former position or a position of like seniority, status and pay, the duties of which the person is qualified to perform, only if the person is not qualified to perform the duties of a position comparable to the escalator position after reasonable efforts by the University to qualify the person.
4.
Discharge
– A person reemployed under this policy shall not be discharged from such employment, except for cause (including legitimate business needs), within one year after the date of such reemployment if the person’s period of military service was more than 180 days, or within 180 days after the date of such reemployment if the person’s period of military service was more than 30 days but less than 181 days.
E.
Non-discrimination/Non-retaliation
– Washington University shall not unlawfully discriminate in the employment of any person because of his/her past, current or future military obligations. The University also shall not take any adverse employment action against any person because he/she has exercised a right or taken an action to enforce a protection afforded under the Uniformed Services Employment and Reemployment Rights Act (the Act), or has testified, assisted or otherwise participated in a proceeding or investigation under the Act.
Washington University reserves the right to modify this policy at any time, with or without notice.
June 2004
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Funeral Leave
Full-time and part-time employees working 20 hours or more per week on a regularly scheduled basis may be allowed up to three (3) days off, including the day of the funeral, without loss of pay, for a death occurring in the immediate family. Funeral leave is to be requested when time off is required during scheduled work hours. Immediate family includes a spouse, domestic partner, child, stepchild, grandchild, grandparent, parent, stepparent, parent-in-law, daughter-in-law, son-in-law, brother or sister.
In the case of the death of an employee’s own great-grandparent, great-grandchild, brother-in-law, sister-in-law, aunt, uncle, nephew, niece or first cousin, only the day of the funeral may be granted as a day without loss of pay.
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Jury Duty
Full-time and part-time employees working 20 hours or more per week on a regularly scheduled basis who are called for jury duty will be excused from work without loss of pay during the time spent as a juror. Employees may also keep any compensation received from the Court while on jury duty. Time spent serving as a juror is not considered time worked when computing overtime.
An employee should notify the supervisor immediately upon receipt of a summons for jury duty.
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Voting Time
Under Missouri law, and subject to the following conditions, full- and part-time employees will be permitted to take time off to vote. To qualify, an employee must give his or her supervisor notice one (1) working day in advance of the Election Day. The time off will only be granted at the beginning or end of the normal work schedule at the discretion of the supervisor. Time off to vote will not be granted to an employee who has a work schedule that allows three (3) off-duty hours after the opening or before the closing of the polling place.
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Bookstore
Employees may purchase textbooks for Washington University courses, supplies and other articles at the University bookstore located in Mallinckrodt Center and at the Medical School bookstore. The University bookstore offers employee discounts on certain purchases.
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Food Service
There are several cafeterias located on the Danforth Campus. There is also a cafeteria located on the third floor of the West Campus.
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Accounts With the University
All accounts an employee has with the University are to be paid promptly. The balance of any delinquent account may be withheld from an employee’s payroll check. This applies to tuition payments, library fines, bookstore accounts, parking tickets and any other account with the University.
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Credit Union
Membership in and services of the St. Louis Community Credit Union are offered to Washington University employees and their families. Deductions for savings or loans may be made by payroll deduction. Application should be made directly to the Credit Union.
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U.S. Savings Bonds
A payroll savings plan is available to all regular full- and part-time employees. For information, contact the Human Resources Benefits Office.
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United Way
The United Way includes more than 200 essential agencies serving many human needs in the community. Employees may contribute to the United Way through payroll deduction. Upon employment, an employee may obtain the United Way information and a pledge card. Employees also have the opportunity to contribute during the yearly United Way campaign.
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Parking Facilities
Employees are eligible to use permit-parking facilities. Complete permit information and parking rules and regulations are available through the Transportation Office. Because of increasing demand for on-campus parking, the University has adopted a policy of strict enforcement, including the use of fines and towing to better protect the rights of those employees who observe the regulations. Employees obtaining a parking permit are expected to be familiar with and observe the rules governing the use of parking facilities. For more parking information, please visit
http://parking.wustl.edu
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Transportation Services
Please contact the Transportation Office for information about transportation services or you can visit their website at
http://transportation.wustl.edu
.
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Lost and Found
The Washington University Lost and Found is located in the Office of Event Services at Mallinckrodt. All employees and offices are encouraged to forward any “found” items to the Lost and Found in order to maintain a central location for persons seeking lost property. Lost and Found can be reached at 935-LOST (5678).
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Direct Deposit
Many employees find it convenient to have their paycheck automatically deposited in their bank account. Contact the Payroll Department for more information.
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Worklife Tools
Washington University provides an Employee Assistance Program (EAP) to all benefits eligible employees and their dependents. This prepaid benefit is offered as a way to help our employees resolve issues that may impact their personal lives and their job performance.
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Employee Discounts
Resource Management offers staff discounts on a variety of products and services. Please visit their website at
http://purchasing.wustl.edu
for more information.
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Cultural/Athletic Events
Employees may purchase tickets or passes for special events at reduced rates by using their identification cards. Consult bulletin boards and University news articles for more information.
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Wellness Connection
Washington University Wellness Connection is a communication tool linking faculty and staff to campus resources relating to health and wellness. The Wellness Connection also provides information on educational programs related to fitness, nutrition, and various other health related topics. For more information, visit the Office of Human Resources web site at
https://hr.wustl.edu
.
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