Article IV.14 Employee Leave and Other Benefits: Procedures

Policy

⇓ Procedures ⇓

Article IV.14 Employee Leave and Other Benefits Procedures (effective July 1, 2021)

College Holidays

Holidays Falling on Saturday or Sunday

When a designated holiday falls on a Saturday or a Sunday, the holiday is observed on either the preceding Friday or the following Monday as determined by the College Administration. 

Work Schedules and Rates of Compensation

Full-time employees hired to work 40 hours per week are paid for eight hours at the employee’s regular rate of compensation for a holiday. Full-time employees hired to work fewer than 40 hours per week shall have this benefit appropriately prorated. Adjustments in work schedules may be made for employees who are assigned alternate work schedules. 

Employees who are assigned to certain externally funded programs will be provided paid holidays in accordance with guidelines applicable to such programs with appropriate application of this policy and accompanying procedures. 

Holiday Pay Qualification

In order to qualify for holiday pay, eligible employees must work all scheduled work hours on the last scheduled workday before the holiday and on the first scheduled workday immediately following the holiday or, in lieu of working all such hours, be approved for paid vacation, sick time, personal time, jury duty, bereavement, or military leave. When taking paid time off in lieu of working, an employee must have accrued time of at least 50% of scheduled work hours. 

Employees who are absent on unpaid leave are not eligible for paid holidays during such leave. 

Employees who are absent due to an on-the-job injury or illness receive the appropriate worker compensation payment in effect, if any, in lieu of holiday pay. 

Special Circumstances for Paid Holidays

If a holiday occurs on an eligible employee’s scheduled day off, the employee is given holiday pay in accordance with procedures for Work Schedules and Rates of Compensation (above). In lieu of such holiday pay, an eligible employee may request and, with the supervisor’s approval, be granted another specified work day off with pay within the same pay period as the holiday.

A non-exempt employee who is required to work on a holiday is paid holiday pay, and the employee is paid additional compensation at the employee’s regular rate of compensation for all hours the employee actually works on the holiday. 

Personal Leave of Absence

Full-time employees needing to be absent from work on an unpaid basis beyond two work weeks must apply for a Personal Leave of Absence when leave under all other leave policies is not applicable. Any Personal Leave of Absence is granted at the discretion of the College. While every attempt is made to retain the employee's position, there is no guarantee the position or an alternate position will be available when the employee is ready to return to work.

Eligibility

Employees must have successfully met the Introductory Period and be full-time in order to apply for a Personal Leave of Absence and they must have exhausted all applicable sick, personal, and vacation time. 

Requesting Leave

The employee must submit a written request to the Human Resources Department. This request will provide information as to the reason for and length of the leave requested. The employee must provide verification of the need for a leave as directed by the Human Resources Department. 

Approval Process

In cooperation with the employee's supervisor, the Vice President for Human Resources will determine if a leave may be granted and for what length of time. 

Pay While On Leave

The Leave is unpaid since an employee uses all applicable accrued sick, personal, and vacation time before applying for this Leave. 

Continuation of Benefits while on Personal Leave

The employee is responsible for the employee's and employer's portions of maintaining individual and family group insurance coverage. In order for coverage to be maintained, the employee must provide the College with the payment for insurance premiums on paydays. Consult the Human Resources Department for premium rates.

Impact on Future Retirement Benefits

For information on potential impact of Personal Leave of Absence on retirement benefits, the employee should refer to the PSRS-PEERS website https://www.psrs-peers.org/

Returning from Leave

While every effort is made to retain the employee's position, there is no guarantee this will be possible when an employee is in unpaid status. Near the end of the Personal Leave of Absence, the employee must contact the Human Resources Department and communicate a desire to return from leave. The Human Resources Department and the employee's supervisor determine if the employee will return to work in the same position or if there is an alternate position available. In the event that no position is available, the employee will no longer be employed by the College and may reapply for employment at a later date. An employee's failure to return from Leave on the designated date will be handled in accordance with the Attendance Policy.  

Fitness-for-Duty Requirements

Employees who take leave under this policy due to their own serious health condition must provide to the Human Resources Department, in advance of returning to work, a "return-to-work" note from their health care provider stating that they are able to resume the essential functions of their jobs. Employees may not return to work without the appropriate doctor's note. 

Military Leave

The College provides military leave for eligible employees in accordance with the Uniformed Services Employment and Reemployment Rights Act (USERRA) of 1994 and Missouri Revised Statutes. 

The employee must provide an oral or written advance notice of military service to his/her supervisor and Human Resources. 

Pay and Benefit Coverage

Employees granted military leave of absence are paid for up to 120 hours of military duty in a federal fiscal year (October 1-September 30). There is no change in the medical, dental, and other benefit coverage during this period.

Employees requiring more than 120 hours of military leave are granted an unpaid military leave of absence. Employees may use vacation/personal time in advance of beginning unpaid military leave. In the case of unpaid military leave of absence exceeding 30 days, the employee may continue benefit coverage by paying the full cost of coverage (both the employee and the employer premiums). If the employee chooses to suspend benefit coverage, the employee is eligible for reinstatement of benefits without any waiting period upon returning to work.

During the period of military leave with pay, the employee does not incur a loss of service and continues to accrue vacation/sick/personal time. The employee receives any salary increase for which otherwise he/she would be eligible.

Impact on Future Retirement Benefits

For information on potential impact of Military Leave on retirement benefits, the employee should refer to the PSRS-PEERS website at www.psrs-peers.org

Returning from Military Service

Upon discharge from active duty an employee granted a military leave must apply for re-employment within the following time limits:

Military Duty
Re-application Period
< 31 days
8 hours + travel time
32-180 days
14 days + travel time
> 181 days
90 days + travel time

The above time limits for reapplication may be extended when an employee suffers service-related injuries preventing re-employment. 

The returning employee will be re-employed in the job with the same seniority status, pay, and benefits that he/she would have attained if continuously working and not on a military leave. Reasonable efforts will be made to provide any necessary training to the returning employee. 

Election Day Pay

The College allows all employees up to three hours to vote in a governmental election or referendum. 

Designated Periods for Voting

The College designates the following 3-hour periods for the purpose of voting:
6-9 a.m.
4-7 p.m.

The supervisor determines which 3 hour block an employee can use, depending on the employee’s schedule, to minimize the amount of time absent from work.

Requests for Time Off to Vote

Employees who request time off to vote, and make that request to their supervisor one day prior to the election, are not docked or required to use personal time or vacation time, providing they adhere to the designated 3-hour period.

(Example: If an employee is scheduled in at 8 a.m. and out at 4:30 p.m. the supervisor would designate the 4 p.m. to 7 p.m. block, of which ½ hour is during normal work time and would be paid.)

(Example: If an employee is scheduled in at 9 a.m. and out at 5:30 p.m. there would be no need to request time off since the supervisor would designate the 6-9 a.m. block which is outside normal work time.)

Jury Duty Pay

The College encourages all employees to fulfill their civic responsibilities by serving jury duty when required. The College will pay employees for the hours/days scheduled when called for jury duty. 

Verification of Jury Duty Summons and Service

In the event an employee is called for jury duty, the employee must, within 48 hours, bring a copy of the summons to his or her supervisor. Upon return to work following jury duty, the employee must provide the written notice of jury duty actually served. 

Release from Jury Duty

Employees released from jury duty before the end of their scheduled work day are required to report to work. For employees who work evenings or weekend shifts, release time from work for jury duty will be authorized by the supervisor and the Human Resources Department. 

Compensation from Courts

Any compensation an employee receives for jury duty may be retained by the employee. 

Limitations     

Employees are granted jury duty pay only for hours/days that they are scheduled to work. 

Court Attendance on Behalf of the College

When an employee must attend court on behalf of the College, the time is counted as work time and not as jury duty. 

Court Proceedings Unrelated to College Business

An employee who is a plaintiff, a defendant, or a witness in a court proceeding unrelated to College business, may request vacation or personal time off through normal departmental processes. 

Bereavement Time

The College provides bereavement time as an employment benefit to regular full-time employees. 

Qualifying Family Members

In order to make arrangements or attend the funeral of family members listed below, full-time employees may receive up to 24 paid hours off (per occurrence) for scheduled work days, not charged to vacation, sick, or personal time. This benefit is appropriately prorated for full-time employees hired to work fewer than 40 hours per week. Qualifying family members include the employee’s spouse, domestic partner, children, step-children, parent(s), step-parent(s), grandparent(s), grandchildren, brother(s), sister(s), step-brother(s) and step-sister(s), brother(s)/ sister(s)-in-law, son(s)-/daughter(s)-in law and any of the above mentioned relatives of the spouse or the domestic partner. Bereavement time may also be used for any relative or dependent living in the household of the employee.

Full-time employees may receive up to eight paid hours off (per occurrence), not charged to vacation, sick or personal time, to attend the funeral of the employee’s or spouse’s/domestic partner’s aunt, uncle, niece, nephew, or cousin when the funeral is scheduled on the employee’s work day. This benefit is appropriately prorated for full-time employees hired to work fewer than 40 hours per week. Vacation or personal time may be taken with supervisory approval to attend funerals of other individuals who are not specifically identified within this policy. If an employee has exhausted all accrued vacation and personal time, the absence is unpaid.

If the death of a family member occurs while an employee is on scheduled personal day(s) or vacation day(s), personal and vacation time can be changed to bereavement time in accordance with the above procedures (i.e. making arrangements or attending the funeral of qualifying family members).

Definition 
Domestic Partner

An unrelated and unmarried person of the same or opposite gender who shares common living quarters with an employee and lives in a committed, intimate relationship that is not legally defined as marriage. 

Tuition Reimbursement for Courses Taken at Other Institutions

Full-time faculty and staff are eligible once employed full-time for one hundred and eighty (180) calendar days before the start date of a course. The following conditions must be fulfilled in order for an employee to qualify for tuition reimbursement:

- The course must be taken from an accredited institution of higher education.

- A maximum of 15 academic credit hours or the equivalent per calendar year are eligible for reimbursement. 

Reimbursement Processing

Within 60 days of completion of a course, the employee must submit to their Vice President:

1. Grade report which verifies that a grade of “C” or higher was earned for an undergraduate course or a grade of “B” or higher for a graduate course. When a letter grade or academic credit is not issued for a course, other verification of satisfactory completion will be required.

2. Printout of itemized course charges, financial aid, account balances, and a check request prepared for Vice President’s review and approval.

3. Proof of payment to have the reimbursement payable to the employee. Without proof of payment, the reimbursement check will be made payable to the institution and the employee as long as all other requirements have been met.

4. Reimbursement checks are processed weekly by the Business Office and sent through interoffice mail.

Eligible employees who must complete certain course(s) in order to obtain or maintain required DESE career/technical certification may have tuition costs for such courses reimbursed in accordance with these procedures. 

Courses Taken by Employees at College’s Request

If an employee enrolls in a credit or non-credit program at the specific written request of their Director or Vice President, they will be reimbursed for tuition under this policy, then remaining tuition, books and fees, and further, class time and reasonable class preparation time are considered as time worked for non-exempt employees. For exempt employees, reasonable schedule adjustments can be made to accommodate completion of course. 

Repayment of Reimbursement

Employees who receive tuition reimbursement and voluntarily leave employment with the College within 12 months of receiving tuition reimbursement will repay the College for 100% of reimbursements provided to the employee, and those who leave employment with the College 12.1 – 24 months after receiving reimbursement will repay the College for 50% of reimbursements provided to the employee. 

Tuition Waiver for Courses Taken at St. Charles Community College

Eligibility

Full-time: The College provides 100% waiver of applicable tuition charges for credit courses at the College for full-time employees, their spouses, and eligible dependents to the extent that tuition charges are not covered by grants, scholarships, reimbursement from other employers, or state and federal programs. Individuals requesting a waiver are encouraged to complete the Free Application for Federal Student Aid (FAFSA).

Part-time: A tuition waiver of 50% is available to regular part-time staff (hired to work 18-29 hours per week) who are actively working, following completion of one full semester of work, up to a maximum of 6 credit hours per semester.

A tuition waiver of 50% is available to part-time faculty who are teaching 9 credit hours in the semester for which they are seeking the tuition waiver, following completion of one full semester of work, up to a maximum of 6 credit hours per semester.

The tuition waiver is not extended to family members of part-time faculty and part-time staff.

Other institutional fees including course specific fees and books and related materials are the responsibility of the employee, spouse, or eligible dependent.

All eligible individuals utilizing tuition waivers at the College are subject to the same entrance requirements, enrollment procedures, and rules that apply to regular students of the College unless otherwise noted in Administrative Procedures.

Waiting Period

Full-time: Available to full-time staff for semesters following completion of the Introductory Period and following one semester of teaching for full-time faculty. 

A tuition waiver is available for the spouse and unmarried dependent children of an eligible full-time employee. Dependent children of a full-time employee who has met the waiting period are eligible until attainment of age 24. If the 24th birthday occurs within a semester, the dependent is eligible for the tuition waiver for that semester. 

Waiver Processing

For each semester of enrollment, a Tuition Waiver form (available from Human Resources) must be completed and the appropriate approvals obtained before a tuition waiver will be processed by Student Services or Cashier's Office. If an employee or dependent is eligible for and receiving a grant or scholarship, the grant may first be applied to the cost of required textbooks, then to the tuition charges. Any eligible remaining tuition balance will then be charged off as a Waiver. The approved Tuition Waiver form should be submitted at the time of registration each semester. Tuition waivers will not be processed and fees will not be adjusted if the Tuition Waiver form is submitted after the applicable payment deadline for the course(s). 

Availability of Waivers

The availability of tuition waivers is subject to available College resources as determined by the administration. 

The tuition waiver is available for enrollment to audit a course.

Employee Death

In the event of an eligible employee’s death, in accordance with the above procedures, the spouse and eligible dependent children will be allowed to receive the tuition waiver benefit for up to three years after the date of death. 

Physical Education (Fitness) Classes

Full-time employees may use the tuition waiver to enroll in Physical Education (fitness) courses. Physical Education courses for part-time faculty and part-time staff are subject to the same tuition waiver benefit that applies to all other credit courses.

Employee Work Schedules

Enrollment in courses by staff and faculty must not interfere with an employee's job performance or conflict with an employee's work schedule unless an alternate work schedule is approved by the supervisor to permit attendance at the scheduled class time. 

Definitions

Grants or Scholarships – includes grants, scholarships, and other non-loan monetary awards, such as GI Bill and others, that do not require repayment. 

Tuition charges – tuition charged for eligible classes taken or fees charged, in lieu of tuition, for the purpose of obtaining college credit for learning/life experience. 

Corporate and Community Development Non-Credit Discount

For most non-credit classes, a 25% discount on tuition is offered to all SCC employees in accordance with the following procedures. 

Eligibility

This discount is offered to all employees. It is not available to family members of employees. 

The employee must identify self as an employee at the time of registration to receive the discount. Identification may be required. 

Waiting Period and Course Discount Verification

The employee must wait until one week prior to the start of class to ensure that sufficient enrollment/space exists in the class. 

Employee should verify at time of registration if class qualifies for discount. If an employee chooses to register early at full price in lieu of waiting until discount period begins, adjustments will not be made during discount period. Payment is still required at the time of registration. 

Material and Book Fees

Material and book fees are not included in this discount. 

Campus Store Discount

All College employees receive a 10% discount, on designated products, at the Campus Store when they present their employee ID card at the time of purchase. Campus Store management determines which products qualify for the discount, such as school and office supplies, gifts, soft goods, insignia items, textbooks, and trade books for the employee, spouse, or eligible dependents. Food items are not included in this discount. 

This discount is given when no other sales, promotions, discounts, or financial assistance programs have been applied to the sale. 

Tax Sheltered Annuities (TSA)

The College allows employees the opportunity to participate in a 403(b) Tax Sheltered Annuity (TSA).

Authorized TSA Companies

The Payroll Department has a list of authorized TSA companies from which employees may choose. Employees should contact the TSA company directly to obtain eligibility and enrollment information. Payroll deduction forms for TSAs are available on the intranet and in the Payroll Department. 

College Non-Contribution

The College does not contribute to an employee’s TSA nor does the College endorse or recommend any one TSA over another. 

Maximum Contributions

TSA contributions are sheltered from federal and state taxes. The maximum amount employees can shelter from taxes is determined by federal law. 

Limits

Employees are allowed to contribute to only one (1) TSA. 

Payroll Deductions

TSA deductions are taken from 24 payrolls each calendar year. 

Content Owner: Human Resources
Revisions: 10/2003, 02/2004, 09/2004, 03/2005, 12/2005, 02/2007, 09/2008, 02/2009, 03/2009, 05/2009, 01/2010, 07/2010, 11/2010, 03/2011, 02/2012, 08/2012, 08/2013, 05/2019, 11/2020 (effective July 1, 2021), 06/2021 (effective July 1, 2021)

SCC logo

4601 Mid Rivers Mall Drive
Cofttleville, MO 63376

info_desk@stchas.edu
636-922-8000

© 2019 St. Charles Community College.