SIU New Employee Orientation - Fringe Benefits Overview

SIU New Employee Orientation provides essential information on fringe benefits for new employees, covering leave benefits, absences and benefits reporting, leaves with pay such as disaster relief and bereavement, along with policies and guidelines. The orientation includes details on tuition waivers, spouse or civil union partner benefits, and essential guidelines for employee records staff members like Absence Slips and contacting HR Records for inquiries. Explore the comprehensive resource on fringe benefits offered at SIU.

• Employee Orientation
• Fringe Benefits
• Leave Benefits
• University Policies
• Absences
• Tuition Waivers

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1. SIU NEW EMPLOYEE ORIENTATION FRINGE BENEFITS

2. EMPLOYEE RECORDS STAFF Holly Sparkman- hsparkman@siu.edu, 618-453-6604 Fringe Benefits Supervisor: CS Semi-monthly leave benefits Richard Mansfield- richard.mansfield@siu.edu, 618-453-6696 Human Resource Representative: CS Bi-weekly leave benefits, tuition waivers MacKenzi Dollins- mackenzi.dollins@siu.edu, 618-453-6685 Human Resource Representative: Faculty/AP leave benefits, tuition waivers

3. FRINGE BENEFIT SECTION AGENDA Employee Records Staff Absences and Benefits Leaves with Pay Leaves without Pay Tuition Waiver Benefits Spouse or Civil Union Partner cards

4. SIUC POLICIES Please note: all benefits discussed in this section are based on university policy. Please refer to your applicable collective bargaining agreement if you are represented by a union A complete listing of university policy can be found here: https://policies.siu.edu/ Union agreements posted online can be found here: https://laborrelations.siu.edu/labor-contracts/

5. ABSENCES AND BENEFITS REPORTING ABSENCES Guidelines: when an employee finds it is necessary to be absent from work during the scheduled work period, an absence slip must be completed documenting the time off. These slips are obtained at the department or following link: https://eforms.siu.edu/ (please find either civil service or faculty/AP) Absence Slips: should include the employee s AIS ID#, department, dates and times off, and type of leave taken. Absence slips should be submitted to your supervisor for approval. Keep copy for your records Contact SIUC HR Records for any questions (See also Sick & Vacation time use information & policies provided by SIUC HR Records)

6. LEAVES WITH PAY Disaster Relief Bereavement Jury Duty Military Service Extended Sick Leave (Civil Service)

7. LEAVES WITH PAY DISASTER RELIEF Up to 20 days in 12-month period Must be a certified disaster service volunteer with American Red Cross or assigned to Illinois Emergency Management Agency Must be a disaster that occurred within the United States or its territories. To apply, you must contact your respective HR Records representative and provide necessary documentation Policy: https://policies.siu.edu/personnel-policies/chapter6/leaveall.php (see II.)

8. LEAVES WITH PAY BEREAVEMENT Up to 3 days to attend the funeral or memorial service, related travel or bereavement time of immediate family or household. For these purposes immediate family is defined as: spouse/civil-union partner, child, parent, brother, sister, grandparent, grandchild, corresponding in-laws, and immediate family of civil union partners; this includes step-parent. Household is defined as anyone maintaining a family relationship living in the home. One day granted to attend the funeral for a relative outside the immediate family This includes aunts, uncles, nieces, nephews, cousins, corresponding in-laws or to serve as pallbearer There is also an expanded time period of unpaid time in the event of a loss of a child Bereavement also allows for employees to use additional sick and/or vacation time for bereavement purposes in special circumstances Policy: https://policies.siu.edu/personnel-policies/chapter6/leaveall.php

9. LEAVES WITH PAY JURY DUTY Jury Duty or Subpoena - leave with pay If you are subpoenaed by any legislative, judicial or administrative tribunal, a leave with pay is granted while you are in court. When court is not in session, employee must return to work Leave does not apply if required to appear as defendant or plaintiff for personal civil or criminal lawsuit Jury duty compensation does not have to be reported to SIUC Policy: https://policies.siu.edu/personnel-policies/chapter6/leaveall.php

10. LEAVES WITH PAY MILITARY SERVICE For annual military obligations in any component of the US armed forces SIUC grants a leave with pay of up to 10 days, or as defined by state law, for the fulfillment of an employee s annual obligation in any component of the armed forces A copy of your orders mush be provided to your department as well as Human Resources Differential pay is applied in circumstances specified by the Illinois Service Member Employment & Reemployment Rights Act If activated due to civil disturbance, disaster or local emergency Cumulative maximum of 20 working days per fiscal year Policy: https://policies.siu.edu/personnel- policies/chapter6/leaveall.php

11. FAMILY MILITARY LEAVE ACT Southern Illinois University Carbondale is committed to full compliance with the Illinois Family Military Leave Act. This provides an eligible employee who is the spouse, parent, child or grandparent of an eligible service member time off work in the event of a deployment of greater than 30 days. The full act, along with eligibility requirements, is located here, http://www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=2734&ChapterID=68.

12. LEAVES WITH PAY EXTENDED SICK LEAVE (CIVIL SERVICE) Up to 20 days* w/pay for any FMLA qualifying reason of the Civil Service employee, spouse, civil union partner, child, parent or member of the employee s household. Household includes anyone maintaining a family relationship living in the household. (*20 day benefit is proportionate to full-time equivalent) Must be employed for 6 months This leave requires a completed certification from a doctor to be submitted to Human Resources Records and is subject to approval by Human Resources Records. This leave will be counted towards the 12-week FML allotment, if applicable. This leave is granted based on the fiscal year and cannot be carried over from one fiscal year into the next. If ESL crosses over fiscal years, the employee must return to work before becoming eligible for an additional 20 days in the next fiscal year BEFORE returning from leave for your own illness, you must provide your department and Human Resources a return to work release from your doctor. If you do not exhaust the complete 20 days, any unused portion can be available for use in the event of a second illness or injury occurring in the same fiscal year. Policy: https://policies.siu.edu/personnel-policies/chapter6/leavecs.php (see I.B.)

13. LEAVES WITH PAY EXTENDED SICK LEAVE (CIVIL SERVICE) ESL will be counted towards the 12 week FMLA allotment Any unused portion of the 20 days is available for use during that fiscal year but cannot be carried over into the next fiscal year If ESL crosses over fiscal years, the employee must return to work before becoming eligible for an additional 20 days in the next fiscal year Employee must provide a medical release to their department and Human Resources BEFORE returning to work from leave for their own illness

14. LEAVES WITHOUT PAY Note: at any time you plan for an unpaid leave, the Employee BENEFITS (618-453- 6668) office must also be contacted regarding insurance benefits while on leave Family & Medical Leave (FMLA) Victims Economic Security & Safety Leave (VESSA) School Visitation Leave Voting in Elections Personal Leaves

15. LEAVES WITHOUT PAY FAMILY & MEDICAL LEAVE (FMLA) Unpaid family & medical leave benefits to eligible employees Eligibility-must have worked for 12 months or one academic year AND must have worked at least 1250 pay status hours during the preceding 12 month period May be granted for: serious illness or injury preventing employee from performing his or her job care of spouse, child (under 18 unless permanently disabled), parent, with serious health condition birth of a child (mother or father), or placement of a child with employee for adoption or foster care any qualifying exigency arising out of covered active duty or call to active duty status of spouse, son, daughter, or parent Maximum of 12 work weeks once every 12 months

16. LEAVES WITHOUT PAY FAMILY & MEDICAL LEAVE (FMLA) Medical information received by Human Resources is kept confidential and not shared with your department. You will be notified in writing by Human Resources whether your request for leave was approved During your leave, you must be in contact with your supervisor at least once every two weeks Before returning to work for your own illness or injury, a release must be provided to Human Resources and the employing department Any available sick leave may be used; otherwise the leave will be without pay The information HR Records receives is kept separate from your personnel file and shredded after 3 years. See employee guidelines for medical leave posted here: https://hr.siu.edu/_common/documents/forms/employee-medical-leave-guidelines.pdf

17. LEAVES WITHOUT PAY FAMILY & MEDICAL LEAVE (FMLA) MILITARY PROVISIONS) Can also be granted to care for a child, spouse, domestic partner, parent or next of kin (as defined by FMLA regulations) who is a covered service member or covered veteran undergoing treatment or recuperating from a serious illness or injury incurred in the line of duty This leave is for up to 26 weeks in a 12 month period This is the only qualifying reason allowing up to 26 weeks Policy: https://policies.siu.edu/personnel-policies/chapter6/family-military-leave.php

18. LEAVES WITHOUT PAY VICTIMS ECONOMIC SECURITY & SAFETY LEAVE (VESSA) The Illinois VESSA Act allows for employees to request unpaid leave to seek service, assistance, safety or legal remedies to address domestic violence, stalking or sexual assault Policy: https://policies.siu.edu/policies/vessa.php

19. LEAVES WITHOUT PAY VICTIMS ECONOMIC SECURITY & SAFETY LEAVE (VESSA) Maximum of 12 weeks per 12 month period Used for employee, or member of employee s family or household Sick or vacation may be used, otherwise leave will be without pay

20. LEAVES WITHOUT PAY SCHOOL VISITATION When the employee s attendance is required at their child s school for conferences and classroom activities during normal working hours, he/she will be granted a leave without pay subject to certain conditions (see policy) Policy: https://policies.siu.edu/personnel-policies/chapter6/leaveall.php

21. LEAVES WITHOUT PAY VOTING IN ELECTIONS If you are scheduled to work on Election Day, you can be excused without pay for a maximum of 2 hours. You must be scheduled to work more than 4 hours during polling time, and time off does not apply to election judges. Policy: https://policies.siu.edu/personnel-policies/chapter6/leavecs.php#voting (see V.)

22. LEAVES WITHOUT PAY PERSONAL LEAVES A personal leave without pay may be granted for numerous personal reasons and are managed on a case-by-case basis Contact Employee Records at 618-453-6698 for more information if you would like to request a personal leave. The Employee BENEFITS office will also need to be contacted regarding insurance during the leave (618-453- 6668)

23. TUITION WAIVER BENEFITS EMPLOYEE Employee Tuition Waiver A full waiver of tuition is granted, for all SIUC employees on pay status, SIUC retirees, and employees on leave or layoff. Application fee may also be waived for new, undergraduate students Form: https://eforms.siu.edu/siuforms/info/hro1052.php Policy: https://policies.siu.edu/personnel- policies/chapter8/tuitwaiv.php

24. TUITION WAVIER BENEFITS CHILD OF EMPLOYEE TUITION WAIVER Interinstitutional Undergraduate Tuition Waiver Available for 50% tuition waiver of children of 7-year IL university employees in active status Form: https://eforms.siu.edu/siuforms/info/hro1053.php Can be used at SIUC or other qualifying public 4-year IL universities Policy: https://policies.siu.edu/personnel-policies/chapter8/tuitdep.php SIU Undergraduate Tuition Waiver Extends benefit to include SIUC employees who are retired, on permanent layoff, or the natural or adopted child of a civil union partner available within SIUC system only Policy: (see link above)

25. TUITION WAIVER FOR DEPENDENTS OF DECEASED EMPLOYEES Surviving spouses and dependent children of deceased SIUC employees who was in active, retirement or disability status at the time of death. Employee has to have worked for at least 5 years full-time Maximum of 8 semesters Excludes fees (other restrictions apply contact SIUC HR Records for more information) Policy: https://policies.siu.edu/employees-handbook/chapter8/tuitdead.php

26. SPOUSE OR CIVIL UNION PARTNER CARD Permits a spouse or civil union partner to gain access to select university facilities and services Must be renewed for each fiscal year or appointment period Employee must present proper ID to Employee Records at Woody Hall Contact 618-453-6698 for more information