606 Employee Benefits

606.1 General

The University strives to provide a balanced employee fringe benefit program to support the many needs of its diverse workforce. Fringe benefits cannot be guaranteed and are subject to change at any time. Details about Troy University employee fringe benefits are available on the University website and in the Human Resources Office.

606.2 Holidays

Troy University has nine official holidays each calendar year:

New Year’s Day
Martin Luther King, Jr./Robert E. Lee Day
Memorial Day
Independence Day
Labor Day
Veteran’s Day
Thanksgiving Day/Day after Thanksgiving
Christmas Day

Bi-weekly paid employees must record Holidays on their bi-weekly time submission.

606.3 Annual leave

Only regular full-time staff employees earn annual leave. Full-time professional/salaried (non-faculty) personnel earn eight (8) hours of annual leave at the completion of each month of employment. Annual leave must be prearranged with the immediate supervisor and scheduled at the convenience of the University. Professional employees must complete a Leave Request/Report form at trojan.troy.edu/hr/forms.html prior to taking annual leave. Bi-weekly paid employees earn annual leave at the rate of 80 hours per year. This computes to 3.12 hours per bi-weekly pay period. Bi-weekly paid employees must annotate annual leave taken on their biweekly time submission. Annual Leave will not be advanced. In September of each year, records are adjusted to reflect no more than 160 hours of available annual leave. A continuous record of annual leave is maintained. Full-time employees must request a leave of absence when 1( additional sick/medical leave is needed past three months (including FMLA), 2) more than four weeks of continuous annual leave is needed for education, personal, or child care/extended maternity leave, or 3) anytime leave is requested and the employee has no accrued sick or annual leave. See the Leave of Absence policy for details. Upon termination of employment, employees will be paid for accrued leave, not to exceed 160 hours (20 days). However, as specified in Section 608.2.4, when an employee is terminated for cause, the employee shall be removed from the payroll and lose any and all accrued University benefits.

606.4 Sick leave

Only regular full-time employees (both faculty and staff/non-temporary) accrue sick leave. Professional/Salaried personnel accrue 8 hours of sick leave at the completion of each month of employment. Sick leave for bi- weekly paid personnel is accrued at the rate of 3.68 hours each biweekly pay period. Sick leave accrual is unlimited. Sick leave is a privilege and must not be abused. It is granted for the following reasons:

A doctor's certificate or other proof of illness may be required to verify appropriate use of sick leave. Immediate supervisors should be notified as early as possible prior to sick leave absences. During an extended illness, an employee's accumulated sick leave is used until it is exhausted; then any accumulated annual leave is used to keep the employee in an active pay status. Sick leave will not be advanced. Full-time employees must request a leave of absence when 1) additional sick/medical leave is needed past three months (including FMLA) or 2) anytime sick leave is requested and the employee has no accrued sick or annual leave. See the Leave of Absence policy for details.

Sick leave for faculty and professional employees must be reported to the Office of Human Resources by completing the Leave Request/Report form at trojan.troy.edu/hr/forms.html on the first day the employee returns from sick leave. Bi-weekly paid employees must record sick leave on their bi-weekly time submission. An employee is not paid for unused sick leave upon termination or retirement.

SICK LEAVE DONATIONS

An employee who has experienced an extended absence due to personal or immediate family illness may request sick leave donations. To request donated sick leave hours, an employee notifies the immediate supervisor in writing stating the reason for the request and the estimated number of sick leave hours needed. The written request is forwarded through the supervisor to the Office of Human Resources. The employee must exhaust all leave balances prior to receiving donated sick leave hours. Donated sick leave is limited to 12 weeks per rolling year. Sick Leave donations must be requested and applied in 4 hour increments. Employees within their probationary period will not be eligible to request or donate Sick Leave. Employees who wish to donate must maintain a minimum of 40 hours of Sick Leave for their own use. Once sick leave is donated, it cannot be reinstated to the donator. The Sick Leave Donation form is available athttps://forms.troy.edu/forms/hr/sick_leave_donation2.htmlSick leave may be used for retirement credit according to the policy of the Teachers' Retirement System. Further, the University will accept for retirement purposes only, transferred sick leave earned at other Alabama state agencies which participate in the Retirement Systems of Alabama.

606.5 Maternity

Leave is provided for conditions associated with pregnancy/childbirth and related medical conditions. See the FMLA policy for details. Pregnant employees may continue working as long as they desire, provided they have the consent of their obstetrician. (Such written consent may be required by the University). Request for leave should be made as far as practicable in advance of the expected starting date of leave.

606.6 Administrative Leave

Administrative days are pre-authorized and announced by Troy's Executive Administration on an annual basis. These days may be given with pay and do not affect annual or sick leave. Overtime pay can only be claimed when working on administrative leave days when total hours worked exceeds 40 hours during the work week. Employees required to work during administrative leave days do not receive additional compensation but are paid as regular hours worked. Administrative days are not to be modified by management or offered on alternate days. Bi-weekly paid employees must record Administrative Days on their bi-weekly time submission.

606.7 Jury Duty & Subpoenas

The University permits full time employees leave-with-pay for attendance in court for jury duty. Written evidence of jury duty may be requested by the University. The University will comply with all applicable Federal and State laws governing jury duty.

Full-time employees who have received a subpoena to be a witness in court and are not party to the legal action will be permitted leave-with-pay; however, if the employee is party to the legal action they will be allowed to utilize accrued vacation leave and if needed, leave without pay.

606.8 Voting

All employees are encouraged to vote in each election. If necessary, time (not to exceed one hour) will be scheduled by supervisors to enable full-time employees to vote.

606.9 Military Leave

Troy University does comply with the Uniform Services Employment and Reemployment Rights Act of 1994 (USERRA) and applicable Alabama laws pertaining to military leave. As the laws change, military leave benefits for the University employees will change accordingly. Therefore, as military leave situations arise, employees should consult with their supervisor and/or Human Resources for current and complete details regarding their military leave rights.

Nothing in this policy constitutes a contract of employment, and this policy shall not be deemed to provide contractual benefits or obligations. Troy University reserves the right to modify the provisions of this policy without notice, within the limits provided for under applicable law.

In accordance with federal and state law, it is Troy University's policy that no employee or prospective employee will be subjected to any form of discrimination on the basis of that person's membership in or obligation to perform service for any of the Uniformed Services of the United States. Specifically, no person will be denied employment, reemployment, promotion, or other benefit of employment on the basis of such membership. Furthermore, no person will be subjected to retaliation or adverse employment action because such person has exercised his or her rights under applicable law or this policy. If any employee believes that he or she has been subjected to discrimination in violation of this policy, the employee should immediately contact the Human Resources Department.

  1. Eligibility for Leave

    Eligibility for military leave applies to all employees that are absent from work due to "service in Uniformed Services". "Service" includes performance of any of the following on a voluntary or involuntary basis: active duty, active duty for training, inactive duty for training, full-time National Guard duty, funeral honors duty, and/or absence from work for an examination to determine an individual's fitness for any of the above types of duty. "Uniformed Services" include the Army, Navy, Air Force, Marine Corps, National Guard, Coast Guard, National Disaster Medical System, Public Health Service commissioned corps, the reserve components of these services, and any other category of persons designated by the President in time of war or emergency.

  2. Duration of Leave

    Employees performing a service in the Uniformed Services are entitled to military leave of absence without pay for a period not to exceed a cumulative total of five years over the course of his or employment with the University, subject to certain exceptions under federal law.

  3. Notice of Leave

    Unless military necessity prevents it, or it is otherwise impossible or unreasonable, an employee should provide notice of the need for leave as far in advance as is reasonable under the circumstances. Written notice is preferred, but not required under the law or this policy. If available, a copy of the appropriate military orders or other supporting documentation for situations that do not warrant military orders should be submitted to the Human Resources Department. When written orders are not provided in advance of leave, Human Resources may request the orders upon return from leave.

  4. Compensation for Leave

    A maximum of 21 working days of pay per calendar year is provided to all employees who are ordered to military duty. The 21 working days per year includes weekend drills, as well as summer training, and any other type of military duty. Employees will be paid only for the time for which they would ordinarily be scheduled to work. In no case will employees be paid for a period in excess of the time for which they are ordered to military duty. A copy of the orders or other satisfactory documentation of attendance must be provided to Human Resources as soon as possible in order to receive compensation.

    After the first 21 days of military leave per calendar year, any additional military leave, except that which is provided for in 31-12-5 of the Code of Alabama of 1975, will be without pay or may be charged to accrued annual leave at the discretion of the employee. Employees electing to use accrued annual leave during a military leave of absence must complete and submit the Leave Request/Report form available on the Troy University website. Otherwise, the employee will take leave without pay for the remainder of the leave period.

    Employees called into active service during the war on terrorism, which commenced on September 11, 2001, are eligible for the difference in pay between lower active duty pay and a higher public salary, for the duration of the active military service, pursuant to § 31-12-5, Ala. Code 1975.

  5. Continuation of Benefits

    An employee on military leave will retain their health insurance coverage for the first 31 days of Uniformed Service. Employees on military leave which extends beyond the 31 days will be eligible for continuation of health insurance benefits for up to 24 months. If the employee chooses to continue health insurance benefits, he or she must pay the applicable premium. Coverage will cease if the employee fails to make premium payments as scheduled, becomes covered by another group plan, or becomes eligible for Medicare. Even if the employee does not elect to continue coverage during military service, the employee has the right to be reinstated in the University's health insurance plans upon reemployment, generally without exclusions except for service-related illnesses or injuries.

    Employees called into active service during the war on terrorism, which commenced on September 11, 2001, and are receiving a salary differential during such active duty, may elect to continue their health insurance coverage under the University's plan for the duration of the time he or she receives the salary differential, pursuant to § 31-12-7, Ala. Code 1975.

    Time spent on military leave (whether paid or unpaid) is not considered a break in employment for retirement benefit purposes. Upon return to the University from military leave, if applicable, the employee can request to purchase retirement credit in the Teachers' Retirement System and pay whatever amount the employee would have contributed had he or she not been absent. The returning service member who is eligible for reinstatement under USERRA has up to 3 times the length of military leave (up to a maximum of 5 years) to make the retirement contribution payments he or she would have made to establish retirement credit. USERRA does not permit double credit in two retirement systems for the same military leave. Therefore, the employee is not entitled to purchase credit in TRS if he or she receives credit in any other public retirement system, except the federal social security system. Information can be obtained by contacting Teachers Retirement System.

    Participation in Group Life Insurance, Voluntary Life Insurance, and Long-term Disability will terminate the day the employee initiates active military leave. These types of coverage will be reinstated, with no waiting period, when the employee returns to active employment with the University. Employees do not accrue annual or sick leave while on unpaid military leave. Time spent on eligible military leave counts as time served on the job for any calculation, determination or other decision that is dependent upon length of employment service. Employees reemployed following military leave will receive credit for years of service and other benefits determined by years of service that the employee had at the beginning of the military leave, plus any additional benefits the employee would have attained, with reasonable certainty, had the individual remained continuously employed.

  6. Reemployment Rights

    Except as provided below or as provided in applicable law, employees returning from military leave are entitled to reemployment rights and other benefits, if the employee is discharged under honorable conditions and the employee reports for or submits a letter of petition for reemployment according to the specified time limits. Unless applicable law provides otherwise, employees whose period of Uniformed Service is less than 31 days must report to work on the first regularly scheduled workday following 8 hours of rest time, upon returning from the place of duty. Employees whose period of Uniformed Service was from 31 days to 180 days must submit a letter of petition for reemployment no later than 14 days after the completion of service. Employees whose period of Uniformed Service was more than 180 days (and less than 5 years) must submit a letter of petition for reemployment no later than 90 days after completion of service. Employees who, at the time of release from military service, are hospitalized for or recuperating from an illness or injury incurred or aggravated during the Uniformed Service must report or submit a letter of petition for reemployment at the end of the period necessary for recovery from the illness or injury, provided the recovery period does not exceed 2 years. Documentation must be provided to establish timeliness of letter of petition, and to ensure that all eligibility requirements for reemployment are met. Failure to provide documentation cannot be used as a basis to deny reemployment if the requested information is not readily available through no fault of the employee.

    An employee whose period of Uniformed Service was less than 91 days must be reemployed promptly:

    • in a position that the employee would have attained if employment had not been interrupted by military service
    • or, if found not qualified for such a position after reasonable efforts by Troy, must be reemployed in the position the employee held prior to military service.  

    For an employee whose period of Uniformed Service was 91 days or more, the employee must be reemployed promptly:

    • in a position that the employee would have attained if employment had not been interrupted by military service
    • or, if found not qualified for such a position after reasonable effort by Troy, must be reemployed in the position the employee held prior to military service
    • or a position of like seniority, status, and pay for which the employee is qualified.

    An employee who has a disability incurred in or aggravated during military service who, after reasonable accommodation efforts by Troy, is not qualified for employment in the position he or she would have attained or in the position that he or she left:

    • the employee will be employed in any other position of similar seniority, status, and pay for which the employee is qualified or could become qualified with reasonable efforts by Troy
    • or, if no such position exists, must be reemployed in the nearest approximation consistent with the circumstances of the employee's situation.

    Troy University will provide refresher training and any other training needs to update the returning employee's skills if the employee is no longer qualified due to technological advances, unless such training would cause undue hardship to the University.z

    If the period of military service was more than 180 days, the employee may not be dismissed, except for cause, within the first year of reemployment. If the period of military service was between 30 and 180 days, the employee may not be dismissed, except for cause, within the first six months of reemployment.

  7. Exceptions to Reemployment

    In addition to the employee's failure to submit a letter of petition for reemployment in a timely manner, an employee is not entitled to reinstatement as described above if conditions exist and applicable law provides for disqualification, including, but not limited to, the following: 1) the University's circumstances have so changed as to make reemployment impossible or unreasonable; 2) reemployment would pose an undue hardship upon the University; 3) the employee's employment prior to the military service was merely for a brief, non-recurrent period and there was no reasonable expectation that the employment would have continued indefinitely or for a significant period; 4) the employee did not receive an honorable discharge from military service; or 5) the employee's cumulative length of absence for service in the Uniformed Services exceeds five years.

606.10 Leave of Absence

Full-time employees may request a leave of absence when 1) additional sick/medical leave is needed past three months (including FMLA), 2) more than four weeks of continuous annual leave is needed for educational, personal, or child care/extended maternity leave, or 3) anytime leave is requested and the employee has no accrued sick or annual leave. The leave must be approved through the appropriate chain of command, starting with the immediate supervisor and ending with the Senior Vice Chancellor. A copy of the approved request will be furnished to the employee and included in the employee's personnel record. Health insurance may be continued during the leave of absence, but the total cost of such benefits must be borne by the employee and must be elected through COBRA. However, should part of the leave of absence be covered by the Family and Medical Leave Act, employees may make arrangements to pay only their portion of the health insurance premiums during their FMLA related leave. Sick leave and annual leave do not accrue during an employee's leave of absence; however, accrued leave can be utilized during a leave of absence if available and appropriate (sick leave can only be used for illness related leave of absences). Life insurance may also be continued for up to 60 days given the employee remits the premium to Human Resources on a monthly basis for payment. Employees granted a leave of absence will retain their employment and will be reinstated to their job or a comparable job upon return to work. Overstaying a leave of absence without prior notification and approval, or seeking and accepting other employment without previous authorization, constitutes an automatic resignation and subsequent loss of benefits. The supervisor must work with Human Resources to remove the employee from payroll after all leave has been exhausted and to place them back on payroll upon their return.

A leave of absence may be granted for the following reasons:
  1. Education Leave (up to 12 months continuous leave) - Must be job-related in that it leads to an advanced degree or increased job competencies.

  2. Sick/Medical Leave (up to 12 months continuous leave) - Can be granted for an extended illness due to employee's own serious health condition (12 months is inclusive of FMLA related leave).

  3. Personal Leave (up to 6 months continuous leave) - Must be for a justifiable reason and must not unduly interfere with normal University business.

  4. Child Care/Extended Maternity Leave (up to 6 months continuous leave) - Will be granted on the same basis as personal leave.

  5. Special Leave (up to 6 months continuous leave) - Will be granted in special cases when it is in the best interest of the University and the employee.

    Note: An employee who does not/cannot return to work after the maximum leave of absence timeframe, inclusive of FMLA, will be separated from the University.

606.11 Family and Medical Leave Act

The University provides eligible employees with leave from work consistent with the provisions of the Family and Medical Leave Act of 1993 (FMLA).
  1. Eligibility

    An administrator or staff member who (1) has been employed by the University for at least twelve months and (2) has worked at least 1,250 hours during the 12-month period immediately preceding the commencement of the leave is eligible to apply for FMLA.

    An employee does not need 12 consecutive months of employment at the University to meet the 12-month service requirement, except that the University need not count employment periods prior to a break in service of 7 years or more. Only actual hours worked are included to determine eligibility. Annual, sick, administrative and holiday hours paid do not count towards the 1,250 hour requirement. However, military service covered under the Uniformed Services Employment and Reemployment Rights Act (USERRA) will count towards fulfilling both eligibility requirements.

  2. Qualifying Reasons

    Eligible employees may take up to 12 weeks of Family and Medical Leave within a rolling 12 month period for the following reasons:

    • The employee's own serious health condition, including pregnancy and birth-related conditions, that render the employee unable to perform the essential functions of his or her job,
    • The birth of the employee's child and to care for that child,
    • The placement of a child with the employee for adoption or foster care and to care for that child,
    • To care for the employee's spouse, child or parent who has a serious health condition,
    • A qualifying exigency that occurs while the employee's spouse, child, or parent is on active duty or called to active duty status in the National Guard or Reserves.

    Time taken to care for a covered service member injured in the line of duty may qualify for FMLA under the Military Caregiver Leave section of this policy.

    An employee who is required to be absent for more than three (3) consecutive days because on his or her serious health condition should notify his or her supervisor, who in turn will notify the Office of Human Resources to provide the appropriate paperwork to the employee for his or her use if he or she so desires.

  3. Definitions

    Spouse - A husband or wife as defined or recognized by the State of Alabama.

    Parent - A biological parent, adoptive parent, step-parent, or an individual who stood in loco parentis (in place of a parent) to an employee. This does not include "in-laws."

    Child – A biological, adopted , or foster child, a stepchild, a legal ward or a child of an individual standing in loco parentis (in place of a parent) who is under the age of 18 or over age 18, but incapable of self-care because of a mental or physical disability.

    For purposes of Military Caregiver Leave and leave qualifying under the qualifying exigency military provision, there is not an age requirement.

    Serious Health Condition - An illness, injury, impairment, or physical or mental condition that involves (1) an overnight stay in a hospital or medical care facility and any period of incapacity or subsequent treatment related to the same condition, or (2) continuing treatment by a health care provider. Continuing treatment may be established under any of the following circumstances:

    1. Short-term incapacity for more than three full consecutive calendar days that also involves one of the following:
      1. Treatment by a health care provider on at least one occasion with a continuing regimen of treatment under the health care provider's supervision. The visit to the health care provider must be in-person within 7 days of the first day of incapacity.

      2. Treatment two or more times by a health care provider. The first visit to the health care provider must be in-person within 7 days of the first day of incapacity and the second treatment must take place within thirty days of the first day of incapacity and must be determined by the health care provider.

    2. Pregnancy or prenatal care;

    3. Chronic serious health condition (such as asthma, diabetes, epilepsy) which require periodic visits for treatment by a health care provider at least twice a year;

    4. Permanent or long-term incapacity (such as Alzheimer's, severe stroke, terminal stages of a disease);

    5. Absence to receive multiple treatments for restorative surgery after an accident or injury or a condition that would likely result in an incapacity of 3 or more days if not treated (such as cancer, severe arthritis, kidney disease).

    Qualifying Exigency - Specific activities arising out of the fact that a covered military member is on active duty, including issues related to short notice deployment, attendance at military events and related activities, arranging for or addressing childcare and school activities (but not routine childcare), making financial and legal arrangements, attending counseling, rest and recuperation with a covered service member, and attending post-deployment activities.

    Next of Kin - the nearest blood relative other than the covered service member's spouse, parent, son or daughter, in a set order of priority, unless another blood relative has been designated as next of kin. This applies to Military Caregiver Leave only.

  4. Designation of Leave

    It is the responsibility of the employee and/or the supervisor to notify Human Resources if a leave is believed to be FMLA related; however, if it is reasonably known that leave is related to an FMLA qualifying event, the university may designate it as FMLA and notify the employee. Once leave has been designated as FMLA by Human Resources, previous absences will be reviewed to determine FMLA designation status.

  5. Duration of Leave

    Employees may be granted a maximum of twelve weeks of Family and Medical Leave in any twelve-month period. The twelve-month period is a "rolling" twelve-month period measured backward from the date an employee uses any leave. An employee's FMLA balance is equal to 12 weeks minus any FMLA time taken during the immediately preceding 12 months.

    Leave for a newborn child or for adoption or foster care placement of a child must be complete within twelve months of the birth, adoption or placement. The leave cannot be taken intermittently or on a reduced schedule unless both the department and the individual agree on the schedule of intermittent or reduced leave.

    Leave for a serious health condition (for a seriously ill child, spouse or parent or the employee's own condition) may be taken intermittently or on a reduced schedule but only if certified by a health care provider as needed for medical reasons.

    Employees are obligated to remain in contact with their supervisors regarding their status during the FMLA leave as frequently as the supervisor deems appropriate and necessary under the circumstances. Employees must keep their supervisors informed about the day they intend to return to work. For employees who are approved for intermittent FMLA leave, such contact must be made every day that the employee intends to use intermittent leave. For employees on an approved FMLA leave that extends more than 30 days, such contact must be made at a minimum of every 30 days. Failure to keep the department updated may result in disciplinary action.

    If on intermittent leave, the employee must make reasonable efforts to schedule the intermittent leave so as not to disrupt the operation of the department. The University may temporarily transfer employees to an available alternative position if an employee needs intermittent leave or leave on a reduced leave schedule that is foreseeable based on planned medical treatment for the employee, a family member, or a covered service member, including during a period of recovery from one's own serious health condition, a serious health condition of a spouse, parent, son or daughter, or a serious injury or illness of a covered service member, or if the University agrees to permit intermittent or reduced schedule leave for the birth of a child or for placement of a child for adoption or foster care. In such cases, the alternative position shall have equivalent pay and benefits.
     
  6. Pay during FMLA Leave

    The Family and Medical Leave Act provides for unpaid leave time. The University requires employees to use available paid sick leave and annual leave first for their own serious health condition, to the extent available, before the leave becomes unpaid. The following table indicates the use of paid time during leaves. Paid time is based on scheduled work hours.

    Reason for Leave Sick Annual
         
    Employee's Own Serious Health Condition X X
         
    Birth of a Child ( Mother) X * X
         
    Adoption, Foster Care Placement, or Care for newborn (Mother/Father)   X
         
    Serious Health Condition
    of Spouse, Child or Parent
    X X
         
    Workers' Compensation Optional Optional
         
    Military Qualifying Exigency   X
         
    Military Caregiver Leave X X
    ** Sick days allowed only until released from physician

    Any and all leave time approved as FMLA, whether paid or unpaid, is counted as part of the twelve-week Family and Medical Leave period. Time off for Worker's Compensation or leave related to an on-the-job injury is counted as FMLA.

  7. Reinstatement

    Before an employee can return from a leave for their own serious health condition, the employee must present a certification from their health care provider that they are fit-for-duty and able to return to work.

    An employee returning from an approved Family and Medical Leave will be restored to the same position that the employee held when the leave started, or to an equivalent position, with equivalent benefits, pay and other terms and conditions of employment. Any employee who chooses not to return to work upon release by their physician will be considered to have resigned their position effective the last day of the leave.

  8. Extended Medical Leave

    Any medical leave that extends beyond the duration of FMLA leave must be approved as a Leave of Absence (refer to the Leave of Absence policy). The total leave may not extend beyond 12 consecutive months, including the three months of FMLA. For example, and employee receiving 3 months of FMLA related leave may request up to 9 months of Leave of Absence. An employee who is not released to return to work by a health care provider within one year from the beginning of any medical leave, inclusive of FMLA, will be separated from the University.

  9. Military Caregiver Leave

    FMLA provides up to 26 weeks of leave in a single 12-month period to an employee who is the spouse, son, daughter, parent, or next of kin of a covered service member. A covered service member is a current member of the Armed Forces, including a member of the National Guard or Reserves, who has a serious injury or illness incurred in the line of duty and is undergoing medical treatment, recuperation, or therapy; or is otherwise in outpatient status; or is on the temporary disability retired list.

    For purposes of Military Caregiver Leave, a "single 12-month period" is defined as a rolling year beginning with the first day of the leave. An eligible employee is entitled to a combined total of 26 weeks of Military Caregiver Leave and leave for any other FMLA qualifying reason in a single 12-month period, provided that the employee may not take more than 12 weeks of leave for any other FMLA qualifying reason during this period. For example, in a single 12-month period, an employee could take 12 weeks of FMLA to care for a newborn child and 14 weeks of Military Caregiver Leave, but could not take 16 weeks of leave to care for a newborn child and 10 weeks of Military Caregiver Leave.

    It is the employee's responsibility to provide complete, sufficient, and timely certification when requesting leave.

  10. Employee Notice Requirements

    In the event a Family and Medical Leave is required for planned medical treatment, the course of treatment should be scheduled so as not to unduly disrupt the department's operations. Employees should consult with their department prior to arranging appointments so that a schedule can be agreed upon that best suits both employee needs and the needs of the department. If the leave is foreseeable, 30 days prior written notice to the University is required. When 30 days notice is not practicable, employees must notify their supervisor as soon as practicable and must comply with the department's normal call-in procedures. Failure to provide proper notice may result in delay or denial of the leave, and may result in disciplinary action.

  11. Medical Certification

    When a Family and Medical leave is requested because of the employee's own serious health condition, or the serious health condition of a covered relative, appropriate medical certification as requested by the University must be provided in a timely manner. Failure to provide satisfactory medical certification will result in denial of leave until appropriate medical certification is provided.

    The University reserves the right to request and obtain a second opinion of a serious health condition from a health care provider at the University's expense.

  12. Medical Re-Certification during Extended Leave

    Employees on extended medical leave must provide a medical re-certification to the department or the Office of Human Resources upon request.

  13. Continuation of Benefits

    During the covered FMLA leave, an employee's benefits will continue as long as the employee makes his/her normal contributions to such benefits. Benefits funded by the University also continue during this period.

    The Internal Revenue Code, section 129, does not allow participation in the Dependent Care Flexible Spending Account while on medical leave. Dependent care expenses incurred during a medical leave are not eligible for reimbursement. An employee on an approved Family Medical Leave of absence may elect to change his/her Dependent Care election for the balance of the year. This change must be made through the Office of Human Resources.

    If an employee's leave extends beyond FMLA and approval is received for a Leave of Absence, the employee's benefits can continue only if he/she pays the full cost of coverage in accordance with the Leave of Absence process which requires election of COBRA coverage.

606.12 Retirement

All full-time employees and non temporary part-time employees (non-students) who work at least 20 hours per week are required to participate in The Teachers' Retirement System of Alabama. This retirement plan is the primary retirement plan for University employees. Information about the plan is available in the Office of Human Resources. Employees planning to retire should notify the Office of Human Resources 90 days prior to the retirement date so that appropriate documents may be prepared.

606.13 Tuition Assistance

The Tuition Assistance Program affords eligible participants the opportunity to take courses at one of the campuses/sites of Troy University at a reduced cost.

General guidelines:

Eligibility: : Tuition Assistance Program is available to full-time regular employees of Troy University or the dependent of such an employee meeting eligibility requirements. Retirees that were eligible on their date of retirement and their dependents are also eligible. No part-time, temporary, or adjunct personnel will be eligible for any form of tuition assistance. Employees or dependents funded by Budgeted Restricted Funds (grants, contracts, non-recurring funding) are not eligible for Tuition Assistance unless specifically authorized and budgeted from their funding source. For purposes of this policy, a dependent is anyone eligible for Troy University health insurance. Dependents of an eligible participant who dies are eligible to continue the dependent's Tuition Assistance benefit if they are a senior in high school or have taken the first course under the dependent tuition assistance plan within the 12 months prior to the eligible participant's death. Individuals transitioning from dependent status to employee status will be eligible to continue receiving tuition assistance under the employee status.

Eligibility Date: Tuition Assistance is effective after one calendar year of continuous full-time regular service. Interim, temporary, and part-time employment does not count toward fulfilling the one-year requirement. An employee must still be employed on the first day of class in order to be eligible for the tuition assistance waiver. Eligibility for dependent status is established on the first day of class; therefore, if an employee's dependent loses dependent status prior to the first day of class, they will not receive the tuition waiver even if previously approved.

Eligible Courses: In-class and online courses as part of a degree program can be taken under tuition assistance. Only semester or term based courses fall under Tuition Assistance; independent studies and course auditing are not covered by this policy. Special and uniquely designed degree programs that have special-priced tuition rates such as Aviation programs and special priced cohort programs are not eligible for Employee/Dependent Tuition Assistance. Tuition Assistance can only be used toward one degree at each level (one bachelor's degree, one master's degree, and one doctorate degree where available). If tuition assistance is utilized for any portion of a degree, it will not be granted for any portion of a second degree at the same level. Employees and dependents who have a higher level degree from any college or university are not eligible to pursue a lower level degree or equal level degree using Employee/Dependent Tuition Assistance.

Academic Standing: In order to be eligible for tuition assistance, students must be in good academic standing. Good academic standing for the purposes of Tuition Assistance means that those eligible to receive Tuition Assistance must not be on any type of University “Hold” that would prevent them from being allowed to register for courses. If allowed to register for courses, and all other eligibility requirements are met, Tuition Assistance may be awarded. If the employee or dependent is registered in the semester or term and in a degree program, they are eligible for employee/dependent tuition assistance, unless ineligible for other policy reasons.

Dropped courses/Withdraws: If a student drops or withdraws from courses that received a tuition waiver, it is the student's responsibility to immediately notify Human Resources so the waiver can be removed from the individuals account. If notification is not made until after the drop/add/withdrawal deadline date, the student is responsible for paying all tuition and fees for the courses. Failure to notify Human Resources of post drop/add date withdrawals and failure to pay the associated tuition will result in the employee or dependent being ineligible for further tuition assistance. If courses receiving waived tuition are failed, the tuition will not be waived for those courses a second time.

Professional development/education courses: Courses taken by employees outside of a degree program and for professional development/education must be job related. These course fee waivers are charged to the employees department and therefore must be approved by the supervisor and funds must be available.

Waiver Details:

Tax implications: Under current tax laws (subject to change), employee and retiree undergraduate and up to $5,250 worth of graduate tuition assistance and dependent undergraduate tuition assistance are not considered taxable. Dependent graduate tuition assistance is considered 100% taxable income for the sponsoring employee or retiree and will be reported on the employee's IRS Form W-2 or on IRS Form 1099 for retirees. Payroll withholding taxes will be deducted from the employee’s pay on the next pay period following the Semester/Term Census date (day after the final day to drop/add/withdraw without financial penalty).

Application process: Applications for Tuition Assistance must route through the immediate supervisor. The form can be obtained online under the Human Resources section of the University website and must be returned to the Office of Human Resources after registration each academic term but prior to the 1st day of class. Eligibility requirements must be met for each term and must be established prior to the first day of class. Forms received after the first day of class will not be processed for tuition assistance unless approved by the applicable senior vice chancellor or athletics director due to circumstances beyond the employee’s control.

606.14 Funeral Leave

Employees will be allowed three (3) days of funeral leave for the death of an immediate family member. This leave will not affect sick/annual leave balances. Any leave past the initial 3 days must be requested and approved through the employee's supervisor. For the purpose of this policy, immediate family includes, spouse, child, parent, sibling, grandparent, grandchild, corresponding in-laws and "step" relations.