Employee Benefits
Summary
Human Resources Department
Revised October 2013
Centenary College
Employee Benefits Summary
Table of Contents…by Topic
Page
53
45
4
4
29
3
30
38
9
6
20
31
20
11
5
5
30
3
4
31
19
13
43
5
21
27
29
29
33
36
4
54
Table of Contents by Topic
Accident or Injury, Job Related
Americans with Disabilities Act 2009
COBRA
COBRA/ ARRA (American Recovery & Reinvestment Act of 2009)
Credit Union
Dental Insurance Plans
Dining Hall Benefit
Donation of Time Policy
Family & Medical Leave Act, Federal
Family Leave Act, New Jersey
Flexible Spending Account
Holidays & Recess Policy
Insurance, Auto & Homeowner Discounts
Leaves of Absence, Other
Life and Accidental Death & Dismemberment Insurance
Long Term Disability Insurance
Meals & Dining Hall Benefit for Employees
Medical & Prescription Drug Insurance Plans
Medical Benefits- General Information
Personal Day Policy
Retirement Plan
Same Sex Domestic Partner Policy
Sick Leave Policy
Supplemental Benefits
Tuition Benefit Policy for Undergraduate Studies at Centenary College
Tuition Benefit Policy for Graduate Studies at Centenary College
Tuition Exchange Program of the Council of Independent Colleges
Tuition Exchange Program of Washington, DC
Vacation Policy
Vacation Carryover Policy—see Vacation Policy
Vision Plan
Errata
2
Centenary College
Benefits Summary
This Employee Benefits Summary is a brief outline of the benefits Centenary College offers to full-time
and part-time benefits-eligible employees. It is intended as a summary and does not include the complete
terms or conditions of the benefit offerings by the College. For complete details and information, please
refer to applicable Summary Plan Descriptions and/or benefits booklets. Centenary College reserves the
right to amend any and all policies, benefits and procedures at its option at any time. If further
information or clarification is needed, please contact the Human Resources Department.
Benefit Eligibility:
Employees who are hired, transferred or promoted into positions authorized for work at a
minimum of 20 hours per week over 12 months are eligible to participate in the Centenary College
benefit plans. In addition, the following 10 month per year positions are benefit eligible positions:
full-time Resident Director, full-time Coach, full-time 9 month Faculty.
MEDICAL AND PRESCRIPTION DRUG INSURANCE PLANS
The College currently offers a choice of health benefit plans to benefit eligible employees: Point of Service or Direct Access
Plans plus there is a Direct Access plan for Pennsylvania residents. All 3 plans include a prescription drug program as an
inseparable part of the medical plan. Employees participate in the cost of benefits and participation is voluntary.
If coverage is waived for the medical/drug plan, the employee will be unable to enroll in the medical/drug plan until the
earlier of the next Open Enrollment period or a” life event occurrence” (i.e., loss of spouse’s medical coverage, marriage,
birth of a child, etc.).
Point of Service Plan: See Summary Plan Description, benefits booklet issued by insurance carrier or contact the
Human Resources Department.
Direct Access Plan: See Summary Plan Description, benefits booklet issued by insurance carrier or contact the Human
Resources Department.
Direct Access Plan for Pennsylvania Residents: Summary Plan Description, benefits booklet issued by insurance
carrier or contact the Human Resources Department.
Prescription Drug Plan: See Summary Plan Description, benefits booklet issued by insurance carrier or contact the
Human Resources Department.
For more information about these benefit plans, please refer to the Summary Plan Descriptions provided during New Hire
Orientation. This information is also available on the Human Resources Department website and upon request from the
Human Resources Department.
DENTAL INSURANCE PLANS
The College currently offers a choice of two dental plans to benefit eligible employees: Dental PPO Plus Premier, a
“traditional” dental plan and the DeltaCare NJ6 Plan which is similar to a managed plan. Employees participate in the cost of
benefits and participation is voluntary. If coverage is waived at the time of enrollment, the employee will be unable to enroll
for dental coverage until the earlier of the next Open Enrollment period or a “life event occurrence” (i.e., loss of spouse’s
medical coverage, marriage, birth of a child, etc.).
"PPO Plus Permier": See Summary Plan Description or contact the Human Resources Department.
"DeltaCare NJ6" Dental Choice Plan: See Summary Plan Description or contact the Human Resources Department.
3
Centenary College
For more information about dental benefits please refer to the Summary Plan Descriptions provided during New Hire
Orientation. This information is also available on the Human Resources Department website and upon request from the
Human Resources Department.
VISION PLAN
Centenary College currently offers a choice of two dental plans to benefit eligible employees, Basic Plan and the Premier Plan.
The premium is fully paid by the employee and is deducted from the employee’s paycheck on a regular basis. Your
Identification Number for VSP is your Social Security Number so there is no Identification Card issued for the vision benefit.
“VSP Basic Vision Plan”: See Summary Plan Description or contact the Human Resources Department.
“VSP Premier Vision Plan”: See Summary Plan Description or contact the Human Resources Department.
COBRA and COBRA/ARRA (American Recovery and Reinvestment Act of 2009)
Upon termination of employment, under COBRA, the employee may choose to continue the medical plans they were enrolled
in as of their last day of active employment. Conversion to COBRA/ARRA is available to those eligible employees whose
separation from employment is involuntary. COBRA and COBRA/ARRA are unavailable to those whose separation of
employment was due to gross misconduct
If you would like information regarding COBRA or COBRA/ARRA please contact the Human Resources Department.
MEDICAL BENEFITS- GENERAL INFORMATION
If an employee chooses to participate in the medical/prescription drug, dental and/or vision plans that Centenary offers, the
employee will be covered as of the first of the month following thirty (30) days of employment from date of hire. To
illustrate, an employee who begins work on February 15 will be eligible for coverage effective April 1.
Eligible dependents of eligible employees may be covered. Eligible dependents of eligible employees are defined as spouse,
Same Sex Domestic Partner (in accordance with Centenary Policy of the same name) and Civil Partner (as defined by New
Jersey State Law) and dependent unmarried children under age 19, or under age 26 who meet all of the criteria of a full-time
student. The employee is responsible for informing the Human Resources Department in a timely manner when a dependent
child approaches the date when the child no longer meets the age eligibility requirement for benefits. If applicable, the
dependent may be eligible for COBRA conversion of benefits or Up-To-Age 31 health benefit continuation in accordance with
State and Federal laws.
Please note that conversion to COBRA, COBRA/ARRAA or Up-To-Age-31 coverage is not automatic and the
employee must apply for conversion in a timely manner through the Human Resources Department. Please note
that enrollment in these plans is time-limited.
Summary Plan Descriptions and enrollment forms are provided to employees at the time of hire. The College’s health benefit
plans are reviewed during New Hire Orientation. Employees are encouraged to refer to the Summary Plan Descriptions, to
utilize the web sites of our insurance providers as well as the Human Resources Department website to become familiar with
the health benefit plans they have enrolled in.
The College has established a Benefits Advisory Committee to review employee benefits and explore benefit offerings within
budget parameters. The Benefits Advisory Committee is comprised of Staff and Faculty members. The Benefits Advisory
Committee actively participates in annual benefit renewal negotiations for the College’s medical, dental and vision plans and
submits recommendations with regard to benefit and/or premium changes to the Executive Staff for review and approval. The
4
Centenary College
schedule for medical premiums is provided to employees at New Hire Orientation, at Open Enrollment and is available on the
Human Resources website. Employees are notified of rate changes as they occur.
Medical and dental claims are filed usually by the provider’s office directly with the insurance company. Should there be a
question or an issue with a particular claim, the employee is encouraged to contact Horizon Customer Service directly to
resolve the issue by calling the 1-800 telephone number on the back of your Horizon Identification Card. If this does not
result in a satisfactory resolution, the Human Resources Department will provide the name and contact information of a
Benefits Liaison (employed by the College’s Benefit Broker) to assist with the resolution of a participant’s claim with
Horizon, in accordance with HIPAA privacy standards.
Medical and/or Dental ID cards will be issued by the insurance carrier to the Human Resources Department as soon as the
enrollment application is processed. The Human Resources Department will promptly forward the Identification Cards to the
employee once they have been received.
Upon termination of employment, and if participating in the Centenary College health plan(s), the employee will be notified in
writing of his/her option to continue the health plan(s) under COBRA conversion or COBRA/ARRA conversion and what the
cost will be. Terminating employees will be covered through the end of the month in which their employment terminates.
LIFE AND ACCIDENTAL DEATH AND DISMEMBERMENT INSURANCE
For benefit eligible employees (defined above), the College fully funds a Life and Accidental Death and Dismemberment
Insurance policy at no cost to the employee in an amount equal to the employee's annual salary rounded to the next higher
multiple of $1,000 to a maximum of $75,000. This amount applies to employees less than 65 years of age. For employees age
65 but less than 70, insurance is provided at 67% X annual salary and for age 70 and over, it is calculated at 50% X annual
salary. Enrollment in the plan is effective the first of the month following 30 days of employment. A conversion option is
available upon termination.
If a covered employee becomes totally disabled before age 70, coverage will continue for one (1) year from the date the
employee stops active work for Centenary. If the covered employee dies within that year, the life insurance benefit will be
paid provided proof of continuous total disability until death is provided to the carrier within one (1) year after death.
For more information about this benefit, please refer to the plan booklet which is provided at time of hire or contact the
Human Resources Department.
SHORT TERM DISABILITY INSURANCE
Centenary College has contracted The Hartford for a private plan for Short Term Disability Insurance. Short Term Disability
covers 66.67% of your weekly earnings up to a $595 weekly maximum. Benefits begin on the eighth day of injury or illness
and continue to the earlier of recovery 26 weeks. To apply for Short Term Disability and receive more information regarding a
leave contact the Human Resources Department.
LONG TERM DISABILITY INSURANCE
The College fully funds a long term disability benefit plan for benefit eligible employees (defined above). Coverage is
effective the first of the month following thirty (30) days from the date of hire, and terminates on the employee’s last day of
work.
The Long Term Disability plan takes effect after short term disability benefits expire, which is following 180 days of
continuous disability. The minimum monthly benefit is $100, the maximum is $6,000. The scheduled monthly benefit is 60%
of monthly earnings. Maximum benefit period varies depending on age at time of disability. Disability may be partial or total.
The employee must be under medical treatment. Medical information and documentation will be required.
5
Centenary College
For more information about this benefit, please refer to the plan booklet which is provided at time of hire or contact the
Human Resources Department.
SUPPLEMENTAL BENEFITS
The College offers supplemental benefits to benefit eligible employees. These supplemental benefits include: AFLAC, Pet
Insurance, Long Term Care Insurance and Transworld Life and Savings. For more detailed information please contact the
Human Resources Department.
NEW JERSEY FAMILY LEAVE ACT (NJ FLA) POLICY
The New Jersey Family Leave Act provides for a leave of absence for up to 12 weeks during a 24 month period for
any of the following reasons:
 Birth of a child of the employee and in order to care for such newborn child during the first 12 months after
the birth of the child,
 Placement of a child with the employee for adoption or foster care during the first 12 months after the
event
 Care for a seriously ill child, parent or spouse/civil partner/same sex domestic partner (as defined under
Centenary College policy & New Jersey State law), with a “serious health condition.”
Beginning July 1, 2009, under NJ FLA, an employee may apply for up to six (6) weeks of NJ FLA Insurance
benefits which may pay a monetary benefit to an eligible employee. NJ FLA Insurance benefits are funded through
employee payroll deductions in accordance with New Jersey State Law effective January 1, 2009. When the
employee is not receiving NJ FLA Insurance benefits during an approved NJ FLA leave, s/he may use accrued
vacation, personal and sick time in accordance with those Policies.
Note: The NJ FLA does not provide leave for the employee's own medical reasons. See the Federal Family &
Medical Leave Act Policy regarding a leave for the employee’s own medical reasons.
Federal Family & Medical Leave Act (FMLA) & New Jersey Family Leave Act (NJ FLA)
In many instances the FMLA and the New Jersey FLA laws overlap. In those circumstances when the New Jersey
law provides greater benefits, the College will provide the greater leave or benefits as required by New Jersey law.
To the extent that both laws apply to a particular leave situation, the leave will run concurrently and be counted
under both FMLA and NJ FLA.
Eligible Employee
Eligible Employee means any individual who has been employed by the College in the State of New Jersey for 12
months or longer and has worked a minimum of 1,000 base hours during the immediately preceding 12 month
period may be eligible for an NJ FLA leave not to exceed 12 weeks in any 24 month period.
Definitions
“Child”
Under NJ FLA, “child” for the purpose of determining whether an employee is eligible for family leave
because of the employee’s parental status means a child to whom the employee is a biological parent,
adoptive parent, foster parent, step-parent, legal guardian or has a “parent-child relationship” with a child
as defined by law, or has sole or joint legal or physical custody, care, guardianship or visitation with a child.
6
Centenary College
“Health Care Provider”
Health Care Provider means any person licensed under federal, state or local law or the laws of a foreign
nation, to provide health care services; or any other person who has been authorized to provide health care
by a licensed health care provider.
“Serious Health Condition”
Serious health condition means an illness, injury, impairment, or physical or mental condition which
requires inpatient care in a medical care facility or continuing medical treatment or continuing supervision
by a health care provider for a condition that prevents the qualified family member from participating in
school, employment duties or other daily activities.
Subject to certain conditions, the continuing treatment requirement may be met by a period of incapacity
of more than 3 consecutive calendar days combined with at least two visits to a health care provider or one
visit and a regimen of continuing treatment, or incapacity due to pregnancy, or incapacity due to a chronic
condition. Other conditions may also meet the definition of continuing treatment.
Employee Responsibilities
Employees must provide 30 days advance notice of the need to request NJ FLA leave when the need is foreseeable.
When 30 days notice is not possible, the employee must provide notice as soon as practicable and generally must
comply with their department’s normal call-in procedures on a daily basis or until the immediate
supervisor/designee establishes a more relaxed call-in procedure during the NJ FLA leave, if applicable.
Employees must provide sufficient information for the College to determine if the leave qualifies under NJ FLA as
well as the anticipated timing and duration of the leave. Sufficient information may include: the family member is
unable to perform daily activities, the need for hospitalization of a family member or continuing treatment by a
health care provider of a family member. Employees also must inform the College if the requested leave is for a
reason for which FMLA leave was previously taken or certified. Employees are required to provide medical
certification and periodic recertification supporting the need for leave.
Procedure to Request NJ FLA Leave
To request an NJ FLA leave, the employee needs to submit the request in writing, specifying:
1. The specific reason for the leave, including identification of any family member who has a “serious
health condition” and a brief description of the illness
2. The period of time requested for the leave, if known.
This information must be submitted to the employee’s immediate supervisor/designee and to the Human
Resources Department. In emergency situations where written notice is impractical, the employee may provide the
employee’s immediate supervisor/designee and the Human Resources Department with spoken notice.
Certification of Health Care Provider
Upon request by the Human Resources Department, the employee must provide a medical certification from the
health care provider to support the need for family leave which must include the date that the serious health
condition began, the probable duration of the condition, the medical facts within the health care provider’s
knowledge regarding the condition. Where the certification is for the birth or placement of the child, the
certification need only state the date of birth or date of placement, as applicable.
An employee who fails to provide the immediate supervisor/designee and the Human Resources Department with
the signed certification, may be denied the requested leave.
In the event that an employee intentionally misrepresents the reason for the requested NJ FLA leave, the College
may subject such employee to reasonable disciplinary measures, depending on the circumstances.
Verification
In the event that the College has reason to validate the certification in support of a leave request, the College may
require, at its expense, that the employee obtain the opinion of a second health care provider designated or
approved by the College, but not employed on a regular basis by the College. If the second opinion differs from the
original certification, the College may again require, at its expense, the opinion of a third health care provider
7
Centenary College
designated or approved jointly by the College and the employee. The opinion of the third health care provider is
final and binding on the College and the employee.
Centenary College Responsibilities
The College shall determine whether the requested leave qualifies as NJ FLA after acquiring knowledge that the
leave is being taken for an NJ FLA reason.
The College will designate an employee’s absence as FMLA or NJ FLA even if the employee does not request leave
under FMLA or NJ FLA, if the absence qualifies for such leave.
Leave on Reduced Schedule or Intermittent Leave
Eligible employees may take NJ FLA leave intermittently or on a reduced leave schedule when medically necessary
in the case of a child, spouse or parent who has a serious health condition. Employees taking leave intermittently
or on a reduced leave schedule must make a reasonable effort to schedule the leave so as not to unduly disrupt the
operations of the College. The employee must provide the College with prior notice of the care, medical treatment
or continuing supervision by a health care provider that is necessary due to a serious health condition of an eligible
family member in a manner which is reasonable and practicable.
Return from Leave
Upon return to work from NJ FLA, the employee is entitled to be returned to the position that the employee held
when the leave commenced. If that position has been filled, the employee shall be reinstated to an equivalent
position of like status, employment benefits, pay and other terms and conditions of employment. Unless the
employee’s position has been eliminated, for example, as part of a department restructuring resulting in layoff or
reduction in force, or the employee would otherwise have been terminated had s/he remained actively employed,
all terms and conditions of employment remain intact. An employee may return to work from NJ FLA prior to
their anticipated return to work date, if the employee provides notice to their immediate supervisor/designee and
to the Human Resources Department at least two business days during which time the College and the Human
Resources Department are in operation.
Exemptions to This Policy
The College may deny an NJ FLA leave to an employee if:
 The employee’s base salary ranks within the highest paid five per cent or his /her base salary is one of the
seven highest at Centenary College;
 The College can demonstrate that the granting of the leave would cause a substantial and grievous
economic injury to College operations; and
 The College notifies the employee of its intent to deny the leave when such determination is made.
Accrued Time/Retirement Benefits/ Medical Coverage During NJ FLA Leave
While on leave under this Policy, if the employee is on the Centenary College payroll receiving vacation,
personal and/or sick pay (in accordance with those Policies), then vacation, personal and sick time
accruals, retirement contributions, premiums for medical benefits, as applicable, will continue in the
same manner as when the employee is on the Centenary College payroll and not on NJ FLA leave. Once
an employee is no longer paid through the Centenary College payroll, the employee is ineligible to accrue
any of the above benefits. However, medical benefit coverage may continue, as described below.
When an employee is no longer paid through the Centenary College payroll while on leave under this
Policy, or when the employee is receiving NJ FLA Insurance Benefits, if the employee wishes to continue
medical coverage, the employee must pay for his/her share of medical premium(s) by sending a check or
money order made payable to Centenary College, directly to the Human Resources Department. In the
event the employee fails to pay his/her share of the health insurance premium(s), as applicable, that may
result in loss of coverage. If the employee fails to timely pay the employee’s share of health insurance
premium(s), the employee will have a grace period of 30 days. At least 15 days before the expiration of
the grace period, the Human Resources Department will mail a written notice to the employee addressed
8
Centenary College
to the employee’s last address on record in the Human Resources Department informing the employee
of the date the insurance will expire if the employee’s share of the premium is not paid within the 30 day
grace period.
FEDERAL FAMILY AND MEDICAL LEAVE POLICY
The Family and Medical Leave Act (FMLA) applies to employers where 50 or more employees are employed at
a worksite within a 75-mile radius.
Reasons for FMLA: Employees who have worked for Centenary College for (a) at least 12 months and (b) who
have worked at least 1,250 hours during the prior 12 months may be eligible for an unpaid leave for the following
reasons:
1.
Birth and/or care of a child of the employee;
2.
Placement of a child into the employee's family by adoption or by a foster care arrangement;
3.
Care of the employee's spouse, child or parent who has a serious health condition;
4.
Inability of the employee to perform the functions of the employee's position due to a serious health
condition;
5.
A qualifying exigency arising out of the employee’s spouse, child or parent’s active duty or call to active
duty in the Armed Forces in support of a contingency operation (a contingency operation is an action
or operation against an opposing military force) ; or
6.
Care of the employee’s spouse, child, parent, or next of kin (nearest blood relative) who has incurred
an injury or illness in the line of duty while on active duty in the Armed Forces, provided that such
injury or illness may render the spouse, child, parent, or next of kin medically unfit to perform duties
of his/her office, grade, rank or rating (“Caregiver Leave”).
Please note that normally leave taken due to temporary medical disability as a result of pregnancy is charged
concurrently to Family Leave. Family Leave due to the birth of the child is separate from and in addition to
temporary disability leave provided for pregnancy.
An eligible employee is eligible for up to 12 weeks of unpaid FMLA leave in a 12 month period for reasons 1-5 above.
An eligible employee may take up to 26 weeks of unpaid FMLA leave during a single 12 month period to care for an
injured or ill service member (“Caregiver Leave”). Caregiver Leave, when combined with other FMLA qualifying leave,
may not exceed 26 weeks in a single 12 month period.
9
Centenary College
Calculation of Amount of FMLA Leave: Any FMLA leave taken by an employee during the preceding 12 month period
will be used to determine the amount of available leave pursuant to the Family and Medical Leave Act for reasons 1-5
above.
For FMLA Caregiver Leave, the leave entitlement begins when the employee starts using his/her leave.
Birth, Care or Placement of Child: The right to FMLA leave for the birth, care and/or placement of a child into
an employee's family may only be taken within the 12 months after the date of the birth or placement of the child. In
the case of unpaid leave for the birth, care or placement of a child, intermittent leave or working a reduced number of
hours is not permitted, unless both the employee and Centenary College agree.
Spouses Working for Centenary College: If both spouses are employed by Centenary College, the combined
leave for either birth, care and/or placement of a child, to care for the employee’s parent with a serious health
condition, or due to a family member’s call to active duty shall not exceed 12 weeks. The combined leave for spouses
working for Centenary College is limited to 26 weeks for Caregiver Leave, or when Caregiver Leave is taken in
combination with leave for either birth, care and/or placement of a child, to care for the employee’s parent, or due to a
family member’s call to active duty.
Caregiver Leave: For purposes of Caregiver Leave, next of kin is the nearest blood relative, other than the
covered service member’s spouse, parent, son, or daughter, in the following order of priority:
1.
Blood relatives who have been granted legal custody of the service member by court decree or
statutory provisions.
2.
Brothers and sisters.
3.
Grandparents.
4.
Aunts and uncles.
5.
First cousins.
If the covered service member has specifically designated in writing another blood relative as his or her nearest
blood relative for purposes of Caregiver Leave, that family member will be deemed next of kin. In such circumstances,
only that designated next of kin may take FMLA leave to care for the covered service member. When a covered service
member does not make such a designation, and there are multiple family members with the same level or relationship
to the covered service member, all such family members shall be considered the covered service member’s next of kin.
Centenary College will require an employee to provide reasonable documentation of the family relationship.
Intermittent Leave: In the case of unpaid leave for serious health conditions, the leave may be taken
intermittently or on a reduced hours basis only if such leave is medically necessary. FMLA leave may also be taken
intermittently or on a reduced hours basis for reasons relating to a family member’s Armed Forces active duty or when
an employee needs to care for a family member who has incurred an injury or illness while on active duty. Where an
employee requests intermittent leave or leave on a reduced hours schedule that is foreseeable based on the planned
medical treatment Centenary College has the option, in its sole discretion, to require the employee to transfer to a
temporary alternative job for which the employee is qualified and which better accommodates the intermittent leave or
reduced hours leave than the employee's regular job. The temporary position will have equivalent pay and benefits as
the employee's regular job.
Paid Leave and FMLA Leave: Employees may substitute accrued paid leave, i.e. sick and vacation time, during
the unpaid FMLA leave period. Employees may be eligible to receive short term disability or workers’ compensation
benefits during their FMLA leave. That portion of the FMLA leave of absence which is vacation time and/or sick days
10
Centenary College
will be with pay according to Centenary College policies regarding vacation time and sick days. Employees who are
ineligible for sick or vacation time may be eligible for unpaid FMLA leave.
Notification by Employee: When the necessity of leave is foreseeable due to the expected birth or placement of
a child, the employee must provide the Human Resources Department at least 30 days notice of the employee's
intention to take leave. If the date of birth or placement of a child requires the employee's leave to begin in less than 30
days from the date of notice to the Human Resources Department, the employee must provide such notice as soon as
practical.
Where the need for leave is for reasons relating to a family member’s Armed Forces active duty and such leave
is foreseeable, the employee must give notice as soon as is reasonable and practicable. The Human Resources
Department may require that the employee provide a copy of the family member’s active duty orders or other
reasonable documentation.
Where the necessity for leave is due to a family member's or an employee's own serious health condition and is
foreseeable based on planned medical treatment, the employee must:
1.
Give at least 30 days notice, or as soon as practical if treatment starts in less than 30 days; and
2.
In consultation with the employee’s immediate supervisor and the Human Resources Department,
make a reasonable effort to schedule the treatment so as not to unduly disrupt the work, subject to the
approval of the health care provider.
Where the need for leave is unforeseeable, employees are required to follow their Department’s established call-in
procedures for calling in absences. Employees failing to give such notice will normally have their FMLA leave delayed
or denied. When an employee seeks leave due to an FMLA-qualifying reason for which the Human Resources
Department has previously provided FMLA leave, the employee must specifically reference the FMLA qualifying
reason when notifying Centenary College.
Any leave request based on a family member's, including a covered service member, or employee's own serious
health condition must be supported by certification from a health care provider. The employee must provide a
completed certification to the Human Resources Department in a timely manner. (Fifteen calendar days will be
allowed to provide the certification.) All appropriate information must be provided on the Centenary College health
care certification form. Failure to provide the certification in a timely manner will result in denial of the leave until the
certification is provided. The Human Resources Department will notify the employee if the certification form is
incomplete and the employee will be given seven calendar days to correct the deficiency.
Once the Human Resources Department has sufficient information to determine whether the leave is being
taken for an FMLA-qualifying reason, it will provide the employee with a Designation Notice advising the employee
whether the leave qualifies for FMLA leave. If the employee is not eligible for FMLA leave, the employee shall be
informed of that fact.
If an employee files for disability or workers’ compensation benefits, the employee must comply with the
certification requirements of the disability or workers’ compensation benefit plan. Employees who fail to meet the
disability or workers’ compensation certification requirements may not be eligible for those benefits. The employee
may still be eligible for FMLA leave, provided the FMLA requirements have been satisfied. Qualifying Exigency
Certification: Each time an employee first requests leave for one of the qualifying exigencies, certification by the
employee is required. The certification process will include, but may not be limited to, providing a copy of the covered
military member’s active duty orders or other military documentation showing active duty status or notification of an
impending call to active duty.
Employee Benefits: During paid FMLA leaves of absence, Centenary College will continue to pay its
portion of the health insurance premiums and the employee must continue to pay his or her share of the premium
through payroll deduction. During unpaid FMLA leaves of absence, the employee must pay for his or her share of
11
Centenary College
the premium by sending a check or money order, made payable to Centenary College, to the Human Resources
Department. Failure of the employee to pay his or her share of the health insurance premium, as applicable, may
result in loss of coverage. If the employee fails to timely pay the employee's share of health insurance premium, the
employee will have a grace period of 30 days. At least 15 days before the expiration of the grace period, the Human
Resources Department will mail a written notice to the employee informing the employee of the date the insurance
will expire if the employee's share of the premium is not paid. If the employee does not return to work after the
expiration of the leave, the employee may be required to reimburse Centenary College for payments of the health
insurance premiums during the FMLA leave, unless the employee does not return because of the presence of a
serious health condition of the employee or the employee's family member, or circumstances beyond the control of the
employee.
Accrual of Employment Benefits: During the leave, if an employee substitutes paid leave time for unpaid time,
the employee shall accrue employment benefits such as vacation time or sick time on the same basis as other
employees on paid leave. Otherwise, employment benefits shall not accrue. Employment benefits accrued by the
employee up to the day on which the FMLA leave of absence begins will not be lost.
Employee's Reporting Requirements: Centenary College may require an employee on FMLA leave to report
periodically his or her status and the intention of the employee to return to work, and also periodic recertification of the
medical condition. The Human Resources Department will notify the employee in writing of its initial requirement for
medical certification. The Human Resources Department will advise the employee of its need for additional medical
certification in writing. If the Human Resources Department receives a complete medical certification, it will limit its
inquiries to the health care provider for clarification and authenticity. If the employee is covered by short term
disability or workers' compensation, the Human Resources Department will follow short term disability or workers'
compensation procedures.
An employee taking leave due to the employee's serious health condition is required to obtain certification that
the employee is able to resume work prior to his or her return from FMLA leave. Such certification must assess the
employee’s ability to return to work and perform the essential functions of the job as indentified in writing by
Centenary College.
Restoration of Employees Returning From FMLA Leave: Employees who return to work from FMLA leave of
absence within or on the business day following the expiration of the approved FMLA leave are entitled to return to
their job or an equivalent position without loss of benefits or pay in accordance with the FMLA.
FMLA Leave Procedure: Applications for FMLA leave of absence must be submitted in writing and signed by
the employee's immediate supervisor. Applications should be submitted at least 30 days before the leave is to
commence or as soon as possible if 30 days notice is not possible. Appropriate forms should be submitted to the
Human Resources Department to initiate a FMLA leave and to return the employee to active status.
Each employee taking leave which meets the requirements for FMLA leave will be provided with a Notice of
Eligibility and Rights & Responsibilities which will inform the employee of the specific expectation and obligations of
the employee. This notice will typically be provided to the employee within five business days of the start of the leave.
All medical documents, including the medical certificates, shall be maintained in the employee's separate
confidential medical file. All other documents shall be maintained in the employee's personnel file. Centenary College
will keep a record of all FMLA leave on its payroll records designated FMLA for every hour taken.
FMLA leave will run concurrently with all FMLA qualifying leaves, including but not limited to, workers’
compensation and short-term disability.
The FMLA does not affect any federal or state law prohibiting discrimination, or supersede any state or local
law which provides greater family or medical leave rights.
12
Centenary College
OTHER LEAVES OF ABSENCE
Approval for unpaid leaves of absence for other than those mentioned herein must be requested by the employee
well in advance and in writing, when possible. The request should be addressed to both the Supervisor and the
Director of Human Resources. The employee will be notified in writing of approval or non-approval of the request.
Under this provision, an employee on an approved leave of absence is on leave without pay except as specified
herein. If the employee is participating in the Centenary College medical plans, medical insurance benefits may be
continued upon timely notification by the employee to the Human Resources Department. If continued coverage is
requested, the Human Resources Department will bill the employee for the employee’s share of medical premiums
on a monthly basis while on authorized leave. Coverage will continue for the duration of the approved leave of
absence as long as the employee pays the premiums by the due date indicated on the invoice. It is the employee’s
responsibility to insure that timely payments are submitted to the Human Resources Department. Unpaid
premiums as of the due date may result in cancellation of medical coverage. Life and Long Term Disability
insurance paid by Centenary College will continue while on an approved leave of absence.
13
Centenary College
Same Sex Domestic Partner Policy
Centenary College will expand its eligibility for participation in medical benefit coverage (medical, prescription drug,
dental and vision coverage) to include individuals who have an established relationship with a Centenary College
employee and who meet the College’s definition of Same Sex Domestic Partners.
Eligibility:
A Centenary College employee who is regularly scheduled to work a minimum of 1,000 hours per year, who is enrolled in the
benefit plan(s) and who meets all of the established eligibility criteria as defined in this policy, as follows:
1.
2.
3.
4.
5.
6.
The individuals are of the same sex and are each other’s sole domestic partner and intend to remain so.
The individuals are at least 18 years of age.
The individuals are not married to anyone else and do not have any other domestic partners.
The individuals have resided in the same household on a continual basis for the preceding 12 months and must
continue to do so throughout the period of coverage.
The individuals have shared financial responsibilities.
The individuals are not related by blood.
An employee who makes false or misleading statements about satisfying the eligibility and/or enrollment criteria or who fails
to properly notify the Human Resources Department of a change in status may be subject to disciplinary action including loss
of related benefits and such employee will be responsible for reimbursement to the College for any costs incurred by the
College.
Definition of Domestic Partner:
Under the definition in Section 152 of the Internal Revenue Code, your Domestic Partner is your “dependent” if all three of
the following tests are met:
1.
2.
3.
You provide over one-half of the support of your Domestic Partner for the year. In calculating support you must
compare the amounts you contribute to your Domestic Partner with the amounts your Domestic Partner receives
from ALL other sources including earnings, interest and so forth.
Your Domestic Partner is a member of your household for the year, and
Your home is the principal place of residence of your Domestic Partner for the year.
Enrollment Procedures for Domestic Partner:
In order for individuals who meet the requirements of a Domestic Partnership to participate in any of the College medical
benefit plans (medical & prescription drug, dental and vision coverage), the College employee must be eligible to participate
in the benefit plan(s), must be enrolled in the benefit plan(s) and must complete a “Declaration of Domestic Partnership
Form.” This form is available in the Human Resources Department.
The employee must submit, along with the “Declaration of Domestic Partnership Form,” at least 4 of the following
documents:










Joint ownership of real property
Joint ownership of significant assets
Joint lease
Joint loan
Joint credit card
Designation of one of the individuals as primary beneficiary in the other’s will
Designation of one of the individuals as attorney in a Durable Power of Attorney document for the other person
Designation of one of the individuals as health care surrogate for the other person
Designation of one of the individuals as primary beneficiary in the other person’s life insurance policy
Designation of one of the individuals as primary beneficiary in the other person’s retirement contract
Definition of Dependent Child(ren) of Your Domestic Partner
Under the definition of Section 152 of the Internal Revenue Code, a child(ren) of your Domestic Partner is your “dependent”
if all three of the tests listed above under “Definition of Domestic Partner” are met.
14
Centenary College
Enrollment Procedures for Dependent Children of Domestic Partners:
In order for the dependent child(ren) of a domestic partner to participate in the College medical benefit plans (medical &
prescription drug, dental and vision), they must meet the following criteria and the employee must submit, along with the
“Declaration of Domestic Partnership Form,” the following documents, as applicable:


Birth certificate or adoptive agreement in which both the employee and the Domestic Partner are named.
The child(ren) meet the age requirement or full-time student requirements set forth by the Internal Revenue Service
as the test for whether the child(ren) can be claimed as an exemption(s), or who otherwise qualify as a dependent
under the Internal Revenue Service laws relating to the federal income tax.
Termination of Domestic Partner Relationship:
If there is a change in the status of the Domestic Partners, the Centenary College employee shall notify the Human Resources
Department in writing within thirty (30) days of the effective date of such change. If this change results in a termination of the
Domestic Partnership status, a “Declaration of Termination of Domestic Partnership” form must be completed. The Domestic
Partnership status will be terminated as of the date the signed Declaration of Termination of Domestic Partnership form is
received in the Human Resources Department. Medical benefits will cease in accordance with applicable Summary Plan
Documents and insurance contracts.
Protected Health Information
In accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPPA), the protection of health
information of eligible Domestic Partners is covered under the Centenary College Notice of Privacy Practices Policy.
Centenary College is not legally required to offer medical benefit coverage to Domestic Partners. Centenary College is
offering this medical benefit coverage to Domestic Partners voluntarily and in so doing does not incur any additional
obligation, responsibility or liability. Centenary College reserves the right in its sole and absolute discretion to change
this Policy, any rules on benefits and any other aspect of the benefit plans or programs at any time, without notice.
15
Centenary College
Declaration of Domestic Partnership (Same Sex)
Certification
We_____________________________________ ___________________________________
(Print Centenary College Employee’s Name)
(Print Domestic Partner’s name)
certify to Centenary College that we are Domestic Partners in accordance with the following criteria:
Domestic Partner (Same Sex) Criteria:
1. We are each other’s sole Domestic Partner with the intent of remaining so indefinitely. We are in
a relationship of mutual support, caring and commitment. We share joint responsibility for the
household. If marriage were permitted by law, we would marry.
2. We are of the same sex. Neither one of us is legally married to someone else. We are not related
by blood.
3. We each are at least eighteen (18) years of age.
4. We have resided together for at least 12 months and intend to reside together indefinitely.
5. We have shared financial responsibilities.
Required Proofs:
Provide at least four (4) of the following:










Joint ownership of real property
Joint ownership of significant assets
Joint lease
Joint loan
Joint credit card
Designation of one of the individuals as beneficiary in the other person’s will
Designation of one of the individuals as attorney in a Durable Power of Attorney document for
the other person
Designation of one of the individuals as health care surrogate for the other person
Designation of one of the individuals as primary beneficiary of the other person’s life insurance
policy
Designation of one of the individuals as primary beneficiary in the retirement contract of the other
person
16
Centenary College
Declaration of Domestic Partnership (Same Sex)
Certification
Acknowledgements:
By signing this Declaration, I acknowledge that I have been informed that:
1.
2.
3.
4.
5.
6.
7.
Domestic Partners are subject to the same policies and guidelines of the College medical benefit plans (medical &
prescription drug, dental and vision coverage) as married partners. The Summary Plan Documents and the insurance
contracts govern all questions of coverage. The Centenary College employee must first meet the eligibility and
enrollment requirements for the specified benefit(s). Where a Centenary employee has not qualified for a benefit, the
Domestic Partner and any dependent of that employee also will not qualify. Where a Centenary employee ceases to
qualify for a benefit, through, for instance, termination from Centenary, the Domestic Partner and any dependents
shall also cease to qualify.
Access to benefits is subject to the enrollment periods, waiting periods, plan rules and regulations governing each of
the various benefits. For example, dependents who have not been covered continuously through another insurance
plan in the 12 months prior to enrollment, may be subject to pre-existing conditions limitations at the time they enroll
in the Centenary plan(s).
Centenary College reserves the right to request proof that my domestic partnership meets the joint residency and
financial interdependency eligibility criteria as outlined in the Same Sex Domestic Partner Policy; and I agree to
provide the required supporting documents along with this Certification.
The Internal Revenue Service currently treats as imputed income the value of the medical benefit coverage provided
to my Domestic Partner and his/her dependent(s), if any, minus any contribution paid by me for this coverage. I
understand that I will be responsible for federal income tax on the value of the income imputed to me for this benefit.
If there is a change in the status of the Domestic Partners, we agree that the employee will notify Centenary College
in writing within thirty (30) days of the effective date of such change. If this change results in termination of the
Domestic Partnership status, a Declaration of Termination of Domestic Partnership form must be completed by the
College employee. The Domestic Partnership status will be terminated as of the date the signed Declaration of
Termination is received in the Human Resources Department. Medical benefit coverage (medical & prescription
drug, dental and vision coverage) will terminate in accordance with applicable Summary Plan Documents and
insurance contracts.
Upon termination of eligibility status for health insurance, COBRA-like health insurance
coverage to Domestic Partners and/or their children is NOT offered and Centenary College has no legal obligation to
do so.
At least twelve (12) months must elapse from the date the Declaration of Termination of
Domestic Partnership was filed with Centenary College Human Resources Department before benefits for another
domestic partnership will be approved by Centenary College. This paragraph excludes death of the Domestic
Partner.
8.
The information provided in this Declaration is for use by the Centenary College Human Resources Department for
the sole purpose of determining and maintaining eligibility for a Domestic Partner in the medical benefit program(s).
9. An employee who makes false or misleading statements about satisfying the eligibility and/or enrollment criteria or
who fails to properly notify the Human Resources Department of a change in status may be subject to disciplinary
action including loss of related benefits and such employee will be responsible for reimbursement to the College for
any costs incurred by the College.
10. Centenary College reserves the right in its sole and absolute discretion to change this Policy, any rules on benefits
and any other aspect of the benefit plans or programs at any time, without prior notice.
11. We have provided information in this Certification knowing that Centenary College will be relying on the
acknowledgments made in this Certification and will be granting certain College medical benefits to us based on such
reliance.
--------------------------------
17
Centenary College
To Be Completed by Centenary College Employee
We affirm that the statements made above are true and complete to the best of our knowledge. We understand and
agree to the above terms and conditions regarding dependent eligibility for Centenary College medical benefits, as
defined. We also understand that filing this Declaration may impose upon the Centenary College employee
obligations to the Domestic Partner.
_______________________________
Signature of Employee
Date
_______________________________
Printed Name
_______________________________
Signature of Domestic Partner
_______________________________
Printed Name
_______________________________
_______________________________
Social Security Number
Social Security Number
_______________________________
_______________________________
Date of Birth
Date of Birth
****************************
Approved for Centenary College
_______________________________
Signature
_______________________________
Title
___________________________
Printed Name
___________________________
Date of Approval
18
Date
Centenary College
Declaration of Termination of Domestic Partnership
I ______________________________________________, certify and declare that
(Print Centenary College Employee’s Name)
_______________________________________________ and I are no longer Domestic Partners. (Print former
Domestic Partner’s name)
as of _________/__________/__________.
(Termination Date)
I understand that Centenary College medical benefit coverage (medical & prescription drug, dental and vision) for
my Domestic Partner and any eligible dependent(s) of my Domestic Partner, if applicable, will terminate in
accordance with applicable Summary Plan Documents and insurance contracts.
1. The Declaration of Domestic Partner attested to and filed by me with Centenary College shall be and is
terminated as of the above termination date.
2. The termination of the Declaration of Domestic Partnership is a result of either the termination of the
partnership or the death of the partner.
3. I understand that another Declaration of Domestic Partnership cannot be filed until twelve (12) months
have elapsed from the date this partnership terminated (date indicated above). (This paragraph excludes
the death of the Domestic Partner.)
4. In the event that termination of this partnership is not due to the death of my Domestic Partner, I have
mailed a copy of this notice to my former Domestic Partner at the following address:
__________________________________
__________________________________
__________________________________
__________________________________
(Former Domestic Partner’s address)
I affirm, under penalty of perjury, that the above statements are true and correct.
_____________________________ _______________________
(Centenary College Employee’s Signature)
(Printed Name)
19
__________
(Today’s Date)
Centenary College
RETIREMENT PLANS
Centenary College offers to all employees the option of helping to provide for their retirement through the
Teacher's Insurance Annuity Association - College Retirement Equities Fund (TIAA-CREF).
Defined Contribution Retirement (Matching) Plan
Eligibility: Employees who have been hired, promoted or transferred into regular positions where they are
regularly scheduled to work a minimum of 20 hours per week and a minimum of 1,000 hours per year, who have
completed one (1) year of service, and who have reached 20 years of age, are eligible to enroll and will be notified
by the Human Resources Department when these criteria are met. Enrollment forms are available in the Human
Resources Department. Participation is voluntary and enrollment may be deferred until such time as the employee
wishes to enroll. In that event when the employee has completed the appropriate enrollment forms, the employee
will be enrolled in the Defined Contribution Retirement Plan effective the first of the following month.
An eligible employee, other than HCE’s* as defined below, who wishes to participate in the Defined Contribution
Retirement Plan and receive the Employer Match may contribute an amount within the range of 2.5% to 7.5% of
the employee's base gross annual salary through salary reduction, i.e. the contributed amount is deducted from the
employee’s base annual salary before taxes. The College will match the employee's contribution 100% from 2.5%
up to 7.5%.
*“HCE:” An eligible employee who is defined by the Internal Revenue Service as an “HCE”, a Highly Compensated
Employee, who wishes to participate in the Defined Contribution Retirement Plan may contribute an amount
within the range of 2.5% up to 6% of the employee’s base annual salary before taxes. The College will match the
employee’s contribution 100% from 2.5% up to 6%.
Thus the money contributed into the Defined Contribution Retirement Plan will not be taxed until time of
withdrawal when the tax base will presumably be lower. When the eligible employee has completed the
appropriate enrollment forms, the employee will be enrolled in the Defined Contribution Retirement Plan effective
the first of the following month. Employees have the option to contribute additional funds beyond the abovementioned 7.5% and 6% maximums in accordance with IRS regulations. Additional contributions, beyond the
7.5% and 6% maximums mentioned above, will not be matched by the College.
Tax Deferred Annuity Retirement Plan
All employees are eligible to enroll in the Tax Deferred Annuity Retirement Plan. Enrollment is voluntary and
employee contributions may be made through salary reduction (tax deferred) or through salary deduction (after
taxes have been withheld). There is NO MATCH for the Tax Deferred Annuity Retirement Plan. Enrollment forms
are available in the Human Resources Department. When the employee has completed the appropriate enrollment
forms, the employee will be enrolled in the Tax Deferred Annuity Retirement Plan effective the first of the following
month.
Retirement Plan Information
A hard copy of the Summary Plan Description is provided to new hires. The Summary Plan Description is also
available on the Human Resources Department web page, see “Retirement Plan “ and “Supplemental Retirement
Plan,” or you may request additional hard copies from the Human Resources Department. Information booklets
on the retirement plan explaining the different investment options are available through the Human Resources
Department. More detailed information is also available from TIAA-CREF at 1-800-842-2776 and the
TIAA-CREF website:
www.tiaa-cref.org.
20
Centenary College
FLEXIBLE SPENDING ACCOUNTS
Each year the Human Resources Department announces an Open Enrollment period for the College’s Flexible
Spending Program for benefits eligible employees..
The maximum amount of salary that may be reduced from your salary (pre-tax) to be directed into an Employee
Flexible Spending Account is $2,500. The maximum amount for the Dependent Flexible Spending Account (per
household) is $2,500.
You may enroll in this program even if you do not participate in any of the College's health benefit plans. As a
reminder, each year, even if you are already enrolled in this program, you must complete and submit a new
enrollment form during the annual Open Enrollment Period if you wish to continue your participation for the
next calendar year.
Please refer to the Summary Plan Description for the Flexible Spending Account for more detailed information or
contact the Human Resources Departrment.
Insurance Discounts
Centenary College is a member of NJBIA, the New Jersey Business and Industry Association. As part of that
membership, employees of Centenary College are eligible to apply for personal automobile insurance coverage and
homeowners insurance coverage directly through NJM, New Jersey Manufacturers Insurance Company.
New Jersey Manufacturers Insurance Company is a personal and commercial lines property-casualty insurer
operating in New Jersey and eastern Pennsylvania. The financial benefit of NJM's stewardship of policyholder
resources has been shared directly with customers by returning dividends to them every year since 1918. Please
note that all applicants for new coverage must meet NJM underwriting requirements. There are eligibility
requirements to request quotes by regular mail for NJM personal auto or homeowners coverage. Centenary makes
this available to employees with the understanding that transactions between the employee and NJM are the sole
responsibility of the employee. You may reach NJM, toll free, by calling 1-800- 232-6600.
NJM is among the state's largest insurers of private passenger automobiles, commercial vehicles, homes,
condominiums, and personal property for residents of rental properties.
Centenary’s membership number in NJBIA is: 83325.
For more information, you may access these websites:
http://www.njbia.org/
21
http://www.njm.com/
Centenary College
TUITION BENEFIT PROGRAM POLICY & PROCEDURE
UNDERGRADUATE STUDIES
Please read all of the information below before completing and signing this
application.
The Tuition Benefit Program for employees enrolled in Undergraduate Studies applies to courses of
study offered by Centenary College at its New Jersey campus locations as well as its online programs. In
order to be eligible for the Employee Tuition Benefit Program, an employee must have successfully
completed the 90 day Introductory Evaluation Period, must be actively at work and working the
minimum number of hours for eligibility as defined herein, and must be scheduled to work the duration
of the semester for which registered. The Employee Tuition Benefit Program applies to tuition only, not
to required fees or any other charges. The Traditional courses of study, the Center for Adult and
Professional Studies Program (CAPS), the On-Line courses of study and the Accelerated Programs at
Centenary College are included in this Policy. Please review this Policy under Section 1 with regard to
the Life Learning Experience Program (LLEP). Special programs such as Step-Ahead, non-credit
courses (enrichment courses) and study abroad are excluded from this Policy.
The Employee Tuition Benefit Program Application Form (page 6 of this Policy) must be completed by
the employee and approved by the Director of Human Resources or designee prior to registration. A
non-refundable processing fee is required of the employee at time of registration (refundable by the
Business Office only if the course is cancelled by Centenary College). The processing fee also applies
when auditing a course. Students are responsible for other fees as required, which must be paid at time
of registration. If there is any prior balance owed to Centenary College, the Tuition Benefit Program
Application Form may not be accepted by the Bursar’s Office.
I.
FULL-TIME EMPLOYEE
A. For purposes of this Policy ONLY, the definition of a full-time employee is someone who is
authorized and scheduled to work a minimum of 35 or 40 hours per week (based on position
requirements) over a minimum of 9 months per year.
B. Upon successful completion of the 90 Day Introductory Evaluation Period, an actively at
work, full-time employee is eligible to take academic courses on a part-time basis without
tuition charge. A non-refundable processing fee of $15 per credit is required of the employee
at time of registration, plus other fees, as required.
C. In accordance with College policy, full-time employees may only be part-time students in the
traditional undergraduate programs (Associate and Bachelor Degree programs); the online
and accelerated programs may require full-time enrollment based on cohort scheduling.
D. The total number of credits and courses allowed any full-time employee:
 In a Traditional Undergraduate Program:
Maximum 11 credits per semester.
 In the Online and Accelerated Undergraduate Programs:
22
Centenary College
Maximum 8 courses per calendar year. (Exception: If the College
has created a cohort calendar which has 9 scheduled courses in a
year, this exception to the 8 course limit may be granted.
TUITION BENEFIT PROGRAM POLICY & PROCEDURE
UNDERGRADUATE STUDIES
E. Only one (1) course is permitted to be taken during the employee’s normal work schedule per
semester providing there is prior appropriate Supervisory approval/signature in the
appropriate location on the Tuition Application Form prior to registration. (On an exception
basis only, more than one course per semester taken during the employee’s normal work
schedule must have prior signed authorization of the respective Vice President.) If the
selected course time conflicts with the employee's scheduled work time and requires the
employee to be away from his/her work for more than one (1) hour (the allotted lunch time)
the employee must use accrued vacation or personal time or compensatory time, if applicable,
to make up for the time away from work.
F. Under no circumstances may class work, class projects or homework be done
during work time.
G. INDEPENDENT STUDY CREDITS: There is a limit of eight (8) independent study
credits which may be applied toward the Centenary Associate’s Degree.
H. No in-house Internship credit will be granted to an employee for working on campus and
performing work during regular office hours.
I. LIFE LEARNING EXPERIENCE PROGRAM (LLEP) Centenary College expanded this
tuition benefit for employees only who meet the eligibility requirements for participation in
the Life Learning Experience Program (LLEP) effective with the Spring Semester, 2004.
Employees may apply for a special tuition reduction under the Tuition Benefit Program for
Bachelor and Associate Degrees. Employees eligible for Life Learning credit must pay a onetime application fee of $50.00 and a non-refundable evaluation fee of $13.50 per credit and
an additional $13.50 fee per credit upon earning the credit. Please note that this rate is
subject to change depending on the pay rate of the academic evaluator. Credits earned
through the Life Learning Program are not included in the limit of 8 courses per calendar
year. Note: This provision is not available to Family member.
II.
FULL-TIME EMPLOYEE'S FAMILY
A. The employee is responsible for any payments due Centenary College
for any immediate family member who is eligible for the Employee Tuition
Benefit Program and who is attending as a full-time or part-time student.
B. "Immediate family" is defined as Spouse, Civil Partner as defined by New Jersey State law,
Same Sex Domestic Partner as defined by the Centenary College policy of the same name,
dependent children and stepchildren under age 24 (as defined by IRS, outlined below), plus
23
Centenary College
children and stepchildren age 24 and over. Immediate family members are eligible under the
Employee Tuition Benefit Program outlined below at the start of the first semester following
successful completion of the Introductory Evaluation Period by the full-time employee. There is
no limit to the number of family members allowed to participate in the Employee Tuition Benefit
Program. Family enrollment may be on a part-time or full-time basis. The dependent full-time
TUITION BENEFIT PROGRAM POLICY & PROCEDURE
UNDERGRADUATE STUDIES
student waiver for Traditional Undergraduate Studies is from 12 to 18 credits per semester. Any
credits taken in excess of 18 will be charged at the full current per credit rate. In no case may a
student receive a combination of the Employee Tuition Benefit Program and College
scholarship(s) which exceed the amount of tuition and fees normally due. Dependent full-time
enrollment in the CAPS, On-line or Accelerated program will be limited to 8 courses per year
with one exception: if the College has created a cohort calendar which has 9 scheduled courses in
a year, this exception to the 8 course limit may be granted.
C. FULL-TIME EMPLOYEE'S SPOUSE/CIVIL PARTNER/ SAME SEX DOMESTIC
PARTNER
The Spouse, Civil Partner or Same Sex Domestic Partner of a full-time employee, if not eligible
for their own employer tuition benefit, will be charged as follows:
 Full-time Student in Traditional Undergraduate Program is eligible to receive an 80%
discount and is responsible for paying 20% of the current full-time rate.
 Part-time student in Traditional Undergraduate Program or Undergraduate Accelerated
Program is eligible to receive a 60% discount and is responsible for paying 40% of
the current per credit rate.
Note: The Undergraduate Accelerated Program includes full-time courses of study.
No Centenary College discount applies if Employee’s Spouse, Civil Partner or
Same Sex Domestic Partner is eligible for their own employer tuition
benefit.
D. DEPENDENT CHILD(REN) OF FULL-TIME EMPLOYEE
A. Dependent Chil(dren) Per Internal Revenue Service (IRS) Definition
The Employee Tuition Benefit Program is available to dependent children and dependent
stepchildren under age 24 who, at the start of the semester, meet the requirements for the IRS
definition of "dependent," including:
(a) a child under 24 years of age, as of the close of the calendar year and
(b) who is enrolled as a full-time student, and
(c) who will be claimed by employee/parent as dependent on parent’s IRS tax form for
current year.
24
Centenary College
A. Full-time students are required to pay a processing fee of $300 per semester, in
addition to any other fees and expenses required for the student's courses. For the traditional
Fall and Spring Semesters, 50% of the processing fee is due at pre-registration, and the balance is
due by the first day of class. Full-time students who participate in the Employee Tuition Benefit
TUITION BENEFIT PROGRAM POLICY & PROCEDURE
UNDERGRADUATE STUDIES
Program for academic terms other than the traditional Fall and Spring semesters are required to
pay a non-refundable processing fee of $15 per credit at time of registration.
B. Online and accelerated students may be required to meet an age requirement in order
to enroll in the program(s). Please contact the appropriate enrollment/admissions office for this
information. If qualified for the Program, dependent child pays a non-refundable $15.00 per
credit processing fee. There is a maximum of 8 courses per year with one exception: if the
College has created a cohort calendar which has 9 scheduled courses in a year, this exception to
the 8 course limit may be granted.
C. Part-time students are required to pay a non-refundable processing fee of $15 per
credit at time of registration.
B. Children & Stepchildren Who Do Not Meet IRS Dependent Criteria, or Are Age
24 or Older
A. Full-time Students in Traditional Undergraduate Program: If not eligible for employer
tuition benefit, non-IRS dependent children will be charged 80% of the current full-time rate
(20% discount) as full-time students. No Centenary College discount applies if the
student is eligible for any other employer tuition benefit.
B. Part-time Students: If not eligible for employer tuition benefit, children will be charged
60% of the current per credit rate (40% discount) as part-time students. No Centenary
College discount applies if the student is eligible for any other employer tuition
benefit.
C. Auditing A Course in the Traditional Undergraduate Program: This provision is
available to members of the public (and, therefore, includes subcontracted employees),
providing the Registrar’s Office determines that there is space in the class. There is a 50%
tuition charge for auditing a course plus a non-refundable processing fee of $15.00 per credit.
III. PART-TIME EMPLOYEES
A. Part-time Employees (Non-Faculty, Non-Adjuncts)
The Employee Tuition Benefit Program is available to part-time regularly scheduled Centenary College
employees on a pro-rated basis of authorized/regularly scheduled hours per week as noted below. In
order to qualify for tuition benefits, the part-time employee must have already successfully completed
the Introductory Evaluation Period, be actively at work, and be authorized/scheduled to work a regular
schedule during the semester/term for which they are registering. A non-refundable processing fee of
$15 per credit is required of the employee at time of registration, plus other fees, as required. The
25
Centenary College
processing fee also applies when auditing a course. The Tuition Benefit is granted based on the following
regularly scheduled/authorized hours per week.
25 - 34 hours worked per week: Maximum of 10 credit hours per semester
16 - 24 hours worked per week: Maximum of 8 credit hours per semester
10 - 15 hours worked per week: Maximum of 4 credit hours per semester
TUITION BENEFIT PROGRAM POLICY & PROCEDURE
UNDERGRADUATE STUDIES
IV.
ADJUNCT FACULTY
A member of the Adjunct Faculty is eligible for the Tuition Benefit Program for a semester following a
semester of teaching, providing the contract is renewed for the upcoming semester. The maximum
number of credits eligible under this provision is equal to the number of credits taught during the prior
semester. A copy of the prior semester Adjunct contract(s) and a copy of the renewed,
signed Adjunct contract(s) (equal to the number of classes to be taken) must be attached
to this Application Form when submitted to the Human Resources Department for
review/approval. Adjunct Faculty are to use this benefit within about 12 months of
teaching a course. A non-refundable processing fee of $15 per credit is required at time of
registration plus other fees, as required. The processing fee, and other fees, may also apply when
auditing a course.
V. FULL-TIME CENTENARY STUDENTS
Full-time Centenary students who are employed part-time at Centenary College are ineligible for the
Employee Tuition Benefit Program.
VI. PART-TIME EMPLOYEE'S IMMEDIATE FAMILY
Family of Adjunct Faculty and part-time Centenary employees are ineligible for the Employee Tuition
Benefit Program.
VII. TUITION BENEFIT UPON CESSATION OF EMPLOYMENT
A. The Tuition Benefit Policy ceases upon termination of employment. The student (i.e.,
employee and/or member(s) of the employee’s immediate family) who is enrolled in the Tuition
Benefit Program has the following options:
1.
Drop the course or,
2. Become financially responsible for the pro-rated cost of the course(s).
If the decision is to complete the course(s), it is the employee’s responsibility to inform the Bursar of this
decision, so that the Student Account Office will issue an adjusted invoice to the student. If the Bursar
does not receive timely notification of intent to continue, the student will automatically be dropped as of
the last day of employment for the Centenary employee.
B. If the termination of the employee’s employment is due to lay-off, only the employee is
eligible to continue attending courses if currently enrolled, through to course completion for that
semester, at which time eligibility for the Tuition Benefit Program ceases. All family members
currently enrolled in course(s) have the options listed under VII A, above.
26
Centenary College
Copies as follows from Human Resources Department:
For All Full-time Students (employees & dependents):
Original to Employee
Copies to: Human Resources; Financial Aid Office; Bursar
For All Part-time Students (Employees & Dependents):
Original to Employee
Copy to Human Resources; Financial Aid
TUITION BENEFIT PROGRAM POLICY & PROCEDURE
UNDERGRADUATE STUDIES
APPLICATION FORM
Employee Name__________________________________________Department____________________ Tel Ext ________
Title ___________________________________ If Full-time, circle one: 35 40 If part-time, # weekly hours__________
# Months Scheduled to Work (circle one): 9
10
11
12
Date of Hire____________________________
This application is for: ___Myself/Employee ___ Spouse/SSDP ___IRS Dependent Child ___ NON-IRS Dependent Child
Child’s Date of Birth Is: Month/Date/Year_______________ Child’s Name_______________________________________
This Application is for:
___ Fall, 200____
_____ Traditional Undergraduate Program
___ Spring, 200____
____ Full-time
_____ Part-time
___ Summer I, 200 ____ ___ Summer II, 200____
This Application is for: _____ CAPS/ Online/Accelerated Undergraduate Programs with start dates that begin during:
_____ Term #1: Jan – March
_____ Term #2: April – June
_____ Term #3: July - Sept
_____ Term #4: Oct - Dec
I HAVE READ AND UNDERSTAND THE TUITION BENEFIT PROGRAM POLICY & PROCEDURE AND
I AGREE TO FULLY COMPLY WITH ALL REQUIREMENTS.
________________________________________________ __________________________________
Employee Signature
Printed Name
___________
Date
FOR CHILDREN NOT MEETING IRS DEPENDENCY REQUIREMENTS OR AGE 24 OR OVER, PLEASE
COMPLETE THE SECTION BELOW: I CERTIFY THAT I AM NOT ELIGIBLE FOR AN EMPLOYER TUITION
BENEFIT OR TUITION ASSISTANCE PROGRAM.
______________________________________ ___________________________________________
Signature of Child/Spouse
Printed Name
___________
Date
If part-time student, list below the course(s) you are planning to take. Please note that if you would like to take a maximum
of ONE course during your work hours, your Supervisor’s signature is required to indicate approval. This is solely at your
Supervisor’s discretion and based on Departmental considerations.
COURSE TITLE
___________________________________
__________________________________
__________________________________
# CREDITS
_________
_________
_________
DAYS & HOURS
SUPERVISOR'S SIGNATURE
_______________
_______________
_______________
______________________
______________________
______________________
____________________________________________________
_______________
Approved by Director of Human Resources or Designee
Date Approved
27
Centenary College
All FT Students (employees & dependents):
Original to Employee
Copies to: Human Resources; Financial Aid Office; Bursar
All Part-time Students: Employees & Dependents:
Original to Employee
Copy to: Human Resources
Graduate Level Studies (Master's Programs)
Employee Tuition Benefit Program Policy
Centenary College offers Graduate Degree Programs in: Business Administration (M.B.A.); Education:
Education Practice, Instructional Leadership, Learning & Technology Certificate, Educational Leadership,
Special Education, Supervisor’s Licensure, Writing Certificate; English Literature; Social & Behavioral
Sciences: Counseling; Counseling Psychology; Leadership and Public Administration.
To qualify for the Graduate Level Employee Tuition Benefit Program, a Staff member must have successfully
passed the ninety (90) day Introductory Evaluation Period. Faculty and Staff must meet the following criteria, as
applicable:
1.
You must be paid as a full time member of Faculty or staff on the Centenary College payroll.
2.
Semesters are: Fall: 9/1-12/31, Spring: 1/1-5/20, Summer I: 5/21-6/30, Summer II: 7/5-8/31.
3.
This benefit will apply to a maximum of two (2) courses per semester. Note: Resident Directors are
eligible for the number of courses provided in their employment agreements.
4.
Because the Adult and Professional Program and online courses of study run on an accelerated cycle, this
benefit applies to a maximum of six (6) courses per calendar year, 1/1-12/31.
5.
Tuition charge is $75.00 per credit. Tuition charge for auditing a course is $55.00 per credit. Payment of
these and any other fees is required of the employee at time of registration. Charges include a nonrefundable processing fee of $15 per credit.
6.
The College reserves the right to limit enrollment on a first-come, first-serve, budget-available basis.
7.
If there is a prior balance due to Centenary College, Tuition Application may not be approved.
8.
9.
10.
ADJUNCT FACULTY: Adjunct Faculty are eligible for the Graduate Level Tuition Benefit Program
following a semester of Adjunct teaching providing their Adjunct contract is renewed for the upcoming
semester. The maximum number of credits permitted is equal to the number of credits taught during the
prior semester providing the Adjunct contract is renewed for the upcoming semester for the equivalent
number of credits. Copies of signed contracts for the prior semester and the upcoming semester must be
attached to this Application at the time it is submitted to the Human Resources Department for approval.
Adjunct Faculty are expected to use this benefit within 12 months of teaching a course. The maximum
number of courses under this program is 8 per calendar year for which this benefit will apply at a 50%
discount of the current tuition charge. Adjunct Faculty are responsible for payment of any applicable fees,
including a $15 per credit non-refundable processing fee due to cancellation or withdrawal.
All other guidelines from the Employee Tuition Benefit Program Policy & Procedure apply.
Please note that in accordance with Internal Revenue Service (IRS) regulations, gratis Graduate
Tuition benefits above $5,250 in a calendar year must be counted as imputed income for payroll
purposes.
********************************************************************************************
*********
I HAVE READ AND UNDERSTAND THE ABOVE GUIDELINES AND THE EMPLOYEE TUITION
BENEFIT PROGRAM POLICY AND PROCEDURE. I AGREE TO FULLY COMPLY WITH ALL
COLLEGE REQUIREMENTS.
28
Centenary College
_______________________________ __________________________ ____________
Employee Signature
Please Print Name
Date
Employee Tuition Benefit Program
Application for Graduate Level Studies
EMPLOYEE NAME: _________________________________ DEPT: _____________________
Title: __________________________________ Tel. Ext. _______ Date of Hire: _____________
Current Employee Status (check one): ____full-time
Scheduled # work hours per week: _____
____part-time
____ Adjunct
Months per year (circle one): 9 10 11 12
This tuition request is for (check one):
____Fall,
200 __ (9/1-12/31)
____Spring, 200__ (1/1-5/20)
____On Line
____SSI, 200 __ (5/21-6/30)
____SSII, 200 __ (7/5-8/31)
_____On Ground
_____Accelerated
Please list below the course(s) you are planning to take. (Note: If you wish to take a course during
your work hours, your Supervisor's initials, indicating approval, are required* for maximum of
one daytime course.)
TITLE OF COURSE
# CREDITS
DAY(S)
Supervisor's Initials*
& HOURS
(If During Work Time)
__________________________
_________
_________________
__________
__________________________
_________
_________________
__________
__________________________
_________
_________________
__________
APPROVED: __________________________________
Human Resources Director or designee
c:
Original to Employee
Human Resources Tuition Book
Financial Aid Department
29
DATE: ___________
Centenary College
TUITION EXCHANGE PROGRAMS
Centenary College is a member of the following tuition exchange programs:


The Council of Independent Colleges Tuition Exchange Program, and
The Tuition Exchange Program, Washington, DC
Each of these Tuition Exchange Programs enables eligible employees and eligible dependents to apply for a full
tuition waiver at a few hundred independent colleges and universities which participate in this Program, in
accordance with the eligibility criteria. If you have questions regarding eligibility for these Programs, please
contact the Centenary College Enrollment Management Office or the Human Resources Department.
CREDIT UNION
Centenary College is a member of the Tri-Co Federal Credit Union. Tri-Co Federal Credit Union has offices in
Warren, Sussex and Morris Counties and offers a variety of services including: direct deposit, regular savings
account, checking account, money market savings, club accounts, Certificates of Deposit, IRA’s, financial planning,
24-hour loan center, telephone banking/internet banking, first mortgages, home equity loans as well as other
services.
If you have any questions regarding the Credit Union, please contact Tri-Co at 1-888-391-7991 or visit their web
site at
www.tricofcu.com
In order to apply for direct deposit at Tri-Co, please contact the Human Resources Department to complete a TriCo direct deposit form. A new enrollment form must be accompanied by a copy of one of the following documents:
Centenary College Identification Card (with photo), valid current Driver’s License, Government Issued
Identification Card.
30
Centenary College
Centenary College
Meals & Dining Hall Benefit
When the Dining Hall is open and serving meals to students, Centenary College provides a Dining Hall
benefit to Centenary College employees who are regularly authorized and scheduled to work 1,000 hours
or more annually. For those employees, Centenary College subsidizes one (1) weekday meal, five (5)
days per week, Monday through Friday. Full-time faculty may have five (5) meals per week, Monday
through Friday.
If eligible employees, Faculty and Staff, wish to enjoy additional meals, a meal ticket may be purchased
at established prices from the Receptionist at the Main Reception Desk on first floor of the Seay
Building. The College reserves the right to change this gratis Dining Hall benefit at its discretion.
In order for eligible employees to enjoy this benefit, employees must obtain a Centenary College
Identification Card (ID) through the Student Engagement and Services Office which is located on the
Lower Level of the Seay Building. The ID card needs to be presented at the time the employee enters the
Dining Hall and the ID card will be swiped through a scanner. Without the ID card, the employee will be
unable to enjoy the Dining Hall benefit.
Each Supervisor may vary meal times in order to be able to provide on-going departmental services
and/or allow for efficient workflow. Full lunch is served between about 11:00 a.m. and 2:00 p.m.,
however, please verify meal times since the Dining Hall may vary meal times from time to time.
The Dining Hall is not open at various times during the year including winter and summer breaks. An
Identification Card may also be used at Dining Hall providing the employee has previously deposited
money in the Finance Office, specifically into their personal account for the Dining Hall. These
deposited monies are added to the ID card.
31
Centenary College
PERSONAL DAY POLICY
Two (2) personal days are granted to benefit eligible full-time employees who work 12 months per year. They are
accrued as follows:
 one Personal Day is accrued when the employee is actively at work from July 1 through December 31;
 one Personal Day is accrued when the employee is actively at work from January 1 through June 30.
Personal days may be used in conjunction with other time off and may be taken in units of one half (1/2) day or one
(1) day. Personal days may not be taken with pay during the three (3) month Introductory Evaluation Period.
Personal days do not carry over from fiscal year to fiscal year and are not compensated upon separation of
employment. The fiscal year is July 1 to June 30. Unused personal days cannot be added to the 'last date worked'
when providing notice of resignation. Personal days should be requested in advance, except in emergency
situations when prior notice may not be practical. Personal days are not considered hours worked in computing
overtime.
This benefit does not apply to Faculty.
HOLIDAYS & RECESS POLICY
Specific College- designated holidays and recess days will vary depending on the needs of the College. The
Academic Calendar contains the holiday calendar and is published annually. At this time the College’s eight
designated holidays are:
4th of July
Memorial Day
Labor Day
Thanksgiving Day
Christmas Eve Day
Christmas Day
New Year’s Day
Good Friday
Eligibility:
Full-time employees who work twelve (12) months per year, including full-time twelve (12) month Faculty
members, receive 16 paid holidays and/or recess days per year.
Full-time employees on less than a 12 month per year work schedule receive only those holidays which fall during
their regularly scheduled work days.
Full-time nine (9) month Faculty and twelve (12) month Security Officers receive the Holiday schedule below.
Faculty (9 Month):
Full-time Faculty are eligible for only those College designated holidays that fall within their work schedule.
Security Officers
Full-time Security Officers who work 12 months per year are eligible for the 8 holidays per year (listed above) with
rotating holiday assignments. The Security work schedule includes Winter Recess as part of the regular work
schedule.
32
Centenary College
Part-time Benefit Eligible Employees (1,000 hours per year, 12 months per year)
Part-time benefit eligible employees are eligible for holiday pay when the Centenary designated holiday actually
falls on their regularly scheduled workday. In addition, they receive pay for Thanksgiving Day, Christmas Day and
New Year’s Day.
Part-time non-benefit eligible Employees, Security Officers and Faculty are ineligible for this benefit.
Floating Holiday
If the College announces a Floating Holiday in the annual holiday announcement, a new employee must work six
(6) months during the fiscal year prior to being eligible for any Floating Holiday. A Floating Holiday may be taken
in units of one (1) day or half a day (1/2). Members of the Faculty, part-time employees, employees who work less
than 12 months per year and Security officers are ineligible for this benefit.
Eligible employees are paid for holiday/recess day(s), as applicable, only if actively at work following the
holiday/recess day.
Holidays are paid at the employee's base rate and are considered hours worked in computing overtime. If a Service
Staff employee is asked to work on a Holiday, hours worked will be paid at the applicable rate (straight rate or time
and one-half) depending on the total hours worked during that workweek.
If an Administrative Employee is requested to work on a Holiday, the hours worked between 35 and 40 hours will
be recorded as compensatory time and any hours worked over 40 will be paid at the straight-time rate or time and
one-half depending on total hours worked during that workweek.
Holidays are unpaid if they occur while an employee is off the Centenary College payroll even if they are paid
benefits through Disability Insurance, Workers’ Compensation, or any other unpaid absence.
Vacation Policy
33
Centenary College
The Vacation Policy applies to the following Job Classification categories, provided the employee meets
the eligibility criteria: Executive Staff, Administrative Official, Administrative Employee, Service Staff
and certain Faculty positions. Employees are encouraged to schedule vacation time for periodic
relaxation toward the promotion of good health.
Eligibility
Full-time Employees:
 Employees in job classifications defined by a 35 hour full-time work week:
. who are authorized and scheduled to work 12 months per year and
. who are authorized and scheduled to work 35 hours per week
 Employees in job classifications defined by a 40 hour full-time work week:
. who are authorized and scheduled to work 12 months per year and
. who are authorized and scheduled to work 40 hours per week
 Faculty in designated Faculty positions who are authorized and scheduled to work 12
months per year
Part-time Employees:
 Employees in job classifications defined by a 35 hour full-time work week:
. who are authorized and scheduled to work 12 months per year and
. who are authorized and scheduled to work between 20 and 34 hours per week
 Employees in job classifications defined by a 40 hour full-time work week:
. who are authorized and scheduled to work 12 months per year and
. who are authorized and scheduled to work a minimum of 28 hours per week
Ineligible for this Policy are:
 Employees who are authorized and scheduled to work less than 12 months per year
 Employees who are authorized and scheduled to work less than the minimum number of weekly
hours of work as defined above
 Faculty (except as listed above), Adjunct Faculty, Temporary, Per Diem and other employees
Fiscal Year:
Vacation accrual is based on the fiscal year which is July 1 through June 30.
Vacation Scheduling:
Vacation must be scheduled with the prior approval of the supervisor, or designee, and is scheduled at
the convenience of the College. For full-time employees, vacation may be used in units of one-half (1/2)
day, or one whole day. For part-time employees, vacation may be used in accordance with the
employee’s part-time work schedule. The supervisor, or designee, may limit the number of consecutive
vacation days used at any given time, taking into consideration the work that needs to be accomplished,
special projects, staffing needs, etc.
90 Day Introductory Evaluation Period
An employee is eligible to use vacation only after the successful completion of the 90 Day Introductory
Evaluation Period, or the extended Introductory Evaluation Period, whichever is later. After the
successful completion of the 90 Day Introductory Evaluation Period, vacation is accrued retroactive to
the employee’s date of hire.
Accrual of Vacation:
Vacation accrues on a monthly basis at the rates indicated below. Employees who begin employment on
or before the 15th of the month will earn vacation accrual for the full month. Employees terminating
employment on or before the 15th of the month will not earn vacation accrual for that month.
34
Centenary College
Vacation Accrual for Full-time Employees (35 or 40 Hours/Week & 12 Months/Year)
Executive Staff: Vacation accrues at the rate of 1.83 days for each month worked, up to a
maximum of 22 days per fiscal year.
Faculty: Full-time in Designated Positions Who Work 12 Months Per Year
Full-time Faculty in designated positions who are authorized to work 12 months per year accrue
vacation at the rate of 1.67 days per month of full-time service, up to a maximum of 20 days per
fiscal year.
Administrative Official (AO)
Administrative Officials hired on and after July 1, 1989, accrue vacation at the rate of 1.25 days per
month of full-time service, up to a maximum of 15 days per fiscal year. After five (5) years of
continuous service, AO’s accrue vacation at the rate of 1.67 days per month of full-time service up
to a maximum of 20 vacation days per fiscal year. The increased rate of vacation accrual is
effective as of the anniversary date of hire.
AO’s hired prior to July 1, 1989:
Administrative Officials hired prior to July 1, 1989 earn vacation at the rate of 1.67 days per month
up to a maximum of 20 days per fiscal year.
Administrative Employee (AE) and Service Staff (SS)
Administrative Employees and Service Staff accrue vacation at the rate of .83 day for each month
of full-time service, up to a maximum of 10 vacation days for the first five years of service.
After five (5) years of continuous service, full-time AE’s and SS’s are eligible to accrue 15 vacation
days per fiscal year, accrued at the rate of 1.25 days per month worked. After 10 years of
continuous service, full-time AE’s and SS’s accrue vacation at the rate of 1.67 days per month
worked up to a maximum of 20 vacation days per fiscal year. The increased rate of vacation
accrual is effective as of the anniversary date of hire.
Vacation Accrual for Part-time Employee Who Works 12 Months Per Year
Administrative Officials, Administrative Employees, Service Staff:
Job classifications defined by a 35 hour full-time work week:
 Authorized and scheduled to work between 25-34 hours per week:
7.5 vacation days accrued per fiscal year at the rate of .63 days per month for eligible
part-time service

Authorized and scheduled to work between 20-24 hours per week:
5 vacation days accrued per fiscal year at the rate of .42 days per month for eligible
part-time service
Job classifications defined by a 40 hour full-time work week:
 Authorized and scheduled to work between 28 and 39 hours per week:
7.5 vacation days accrued per fiscal year at the rate of .63 days per month for eligible
part-time service
Five (5) & Ten (10) Years of Continuous Service
Full-time Administrative Official, Administrative Employee and Service Staff employees are eligible to
accrue additional, annual paid vacation after completion of the 5th continuous year of employment and
Administrative Employees and Service Staff also after completion of the 10th continuous year of
employment, as defined above.
35
Centenary College
Leaves of Absence
Vacation does not accrue while an employee is on Short Term Disability, Long Term Disability,
Workers’ Compensation, and any unpaid leave of absence from Centenary College.
When an employee is on an approved leave of absence for more than 3 months for any reason, the
employee's service date will be adjusted (extended) for the duration of that absence (i.e., prior to
completion of the 5th year, 10th year, as applicable).
If an employee is on an approved leave of absence and has requested vacation upon return to
work, the employee must first work the equivalent number of hours the employee will be on
vacation in order for the supervisor, or designee, to approve the vacation.
Overtime:
Vacation is not considered time worked for purposes of calculating overtime.
36
Centenary College
Vacation Carry Over
Vacation time accrued during the fiscal year (July 1 – June 30) is to be used during
the same fiscal year, however, up to and including five (5) unused vacation days
may be carried over into the next fiscal year up to December 31st, without special
permission.
Any carryover vacation days MUST be used by December 31st of each year or
carryover vacation will be forfeited as of each December 31, except during the
transition timetable as noted below.
Employees are invited to donate carryover vacation to the Donation of Time Bank
in order to provide assistance to other employees, in accordance with the
provisions of the Donation of Time Policy. Donated carryover vacation must be
donated prior to the date it is forfeited. (See Donation of Time Policy on the
Human Resources Department website or contact the Human Resources
Department.)
In the event that the employee terminates employment prior to any December 31 st,
the payout of earned vacation and carryover vacation is limited to a maximum of
one times the employee’s annual vacation accrual, except during the transition
timetable as noted below.
Termination of Employment
When providing notice of resignation, vacation days may not be used during the notice period. Only
those earned vacation days up to the maximums stated above will be paid within two (2) pay dates
following the date of termination.
If the employee has used more vacation days than actually earned at time of termination, adjustments
will be made to the employee's final paycheck to reflect the use of vacation time in excess of earned
accrual. Please see Vacation Carry Over section above for maximum payout of vacation and carry over
vacation upon termination of employment.
Word: Staff Handbook Folder: Vacation Folder: Vacation Policy April 2009
37
Centenary College
Donation of Time Policy
Purpose of this Policy:
Centenary College’s Donation of Time Policy allows Centenary College Staff members and 12 month
Faculty to donate carryover vacation days to fellow Centenary College Faculty and Staff who would
otherwise have an unpaid absence as defined under the New Jersey Family Leave Act (NJ FLA), or a
catastrophic situation.
Please note that since other Centenary benefits supplement an employee’s personal illness, such as sick
accrual, short term disability and long term disability, this Policy does not apply to situations
involving the employee’s own illness.
Eligibility for the Donor of Time:
I.
The Donor must be a full-time Staff member or a 12 month/year full-time Faculty member.
II.
The Donor must have at least two (2) carryover vacation days.
Eligibility for the Requestor of Time Donation:
I. The Staff member or Faculty member requesting donation of time must meet all of the following
criteria:
A. Be a full-time Staff member who has completed 12 consecutive months of employment at
the College, or be a 12 month/year full-time Faculty member who has completed 9
consecutive months of employment at the College.
B. Submitted all appropriate Family Leave Act documentation to the Human Resources
Department and be deemed eligible by the Human Resources Department for a leave for
any of the following reasons:
i.
The birth or adoption of a child, within the first 12 months. Child means a
biological, adopted, or foster child, stepchild or legal ward of a covered
individual, child of a domestic partner of the covered individual, or child of a
civil union partner of the covered individual, who is less than 19 years of age or
is 19 years of age or older but incapable of self-care because of mental or
physical impairment, or
ii.
To provide care for a family member with a serious health condition supported
by a certification provided by a health care provider. Family member means a
child, spouse, domestic partner, civil union partner or parent of a covered
individual, or
iii.
Experienced a catastrophic situation (not covered under NJ FLA) and for
which appropriate documentation of such catastrophe has been submitted to
the Human Resources Department on the Catastrophe Form.
II. Prior to the employee’s eligibility to receive a donation of time under this Policy, the employee
must have already exhausted his/her available time which includes all of the following: carryover vacation, accrued vacation, earned vacation; earned personal days, accrued personal days;
earned sick days and accrued sick days, as applicable.
38
Centenary College
Donation of Time Policy
Guidelines:
I.
The Human Resources Department will periodically issue a notice to full-time Staff and 12
month/year full-time Faculty inviting those who are interested to complete the Donation of
Time Form. Donations of carryover vacation may be made as follows and must be in whole
day increments: The donation of carryover vacation will be placed in the Donation of Time
Bank on a two-for-one basis, i.e. the donation of 2 carryover vacation days results in one day
donated to the Time Bank.
II.
The amount of time donated to a Requestor will be reviewed by members of the Benefits
Advisory Committee available at the time the request is considered. The amount of time
granted to a Requestor at any one time may not exceed ten (10) donated days.
III.
Donation of time is not payable upon termination of employment. Unused donated
carryover vacation reverts to the Donation of Time Bank.
Procedures:
I.
The Donor will complete the Voluntary Donation of Time Form which states the amount of
carryover vacation the Donor wishes to donate. This form needs to be reviewed by the Payroll
Coordinator, or designee, to verify that the number of carryover vacation days is available for
donation. The Donor’s signature on this form is evidence of the Donor’s understanding and
acknowledgement that the donated time cannot be reinstated to the Donor once it has been
verified by the Payroll Office. Once verified by the Payroll Office, the time will be deducted
from the employee’s carryover vacation and placed in the Donation of Time Bank on a twofor-one basis (i.e., the donation of 2 carryover vacation days results in the donation of one
day to the Time Bank). The Payroll Coordinator, or designee, will complete the Payroll
section of the Voluntary Donation of Time Form and forward a signed copy to the Human
Resources Department.
II.
The Requestor for time donation needs to complete all appropriate documentation as stated
above (Family Leave Act forms or, Catastrophe Form AND the Request to Receive Paid Time
Through the Donation of Time Bank form.
III.
In the event that the circumstance should arise when the Donor may need to request donated
time for her/himself, the Donor may follow the procedure in this Policy as a Requestor for
donated time.
IV.
When the Human Resources Department receives a form from a Requestor, the Human
Resources Department will review the request with members of the Benefits Advisory
Committee available at that time. The Benefits Advisory Committee will recommend to the
President, or designee, the amount of donated time to each eligible Requestor.
V.
The amount of days granted under this Policy will be up to a maximum of 10 (ten) days at any
one time to one Requestor.
VI.
The Human Resources Department will notify the Requestor in writing, with copies to the
Payroll Office of the amount of donated carryover vacation that has been granted.
VII.
The Payroll Office will maintain the Donation of Time Bank and will use a different code for
donation of carryover vacation. The Payroll Office will maintain records of all donated
carryover vacation including dates when donated time is applied.
VIII. Should the Requestor not use all of the donated time, the Payroll Office will transfer the
unused balance to the Donated Time Policy Bank.
IX.
Any issues related to this Policy that are not explicitly addressed in this Policy will be resolved
by the Director of Human Resources, or at her/his discretion, the matter will be referred to
the Benefits Advisory Committee.
39
Centenary College
Donation of Time Policy
Voluntary Donation of Time
To: Human Resources Department
Date: ____/____/____
Name of Voluntary Donor: _____________________________________
(Please Print)
Department: ____________________________
Extension: _______
Certification Statement
I have read and I understand the Donation of Time Policy. I certify that I am voluntarily agreeing to
make this donation of carryover vacation. I further certify that if I am experiencing any pressure to
make this donation of time by any person, I agree to inform the Director of Human Resources
immediately and prior to submitting this form to the Human Resources Department. I understand that
once this donation of time is verified, I have no right under any circumstances to have any of the donated
time restored. I agree to voluntarily donate the following time, which must be verified by the Payroll
Office in accordance with the Donation of Time Policy:
Employee Request to Donate:
# of Carryover Vacation Days: ________
Signature : _______________________ Date: ________
---------------------------------------------------------To: Payroll Office
Vacation Carryover Days as of ____/______/_________(date)
Prior to Donation
______# Days
After Donation
_______# Days
Daily rate of pay: $____________
Signature of Payroll Coordinator: _____________________
Copy to Human Resources
Date Verified: _______
Thank you for your generosity in donating time
to the Donation of Time Bank Program!
40
Centenary College
Donation of Time Policy
Request to Receive Paid Time Through
The Donation of Time Bank Program
To: Human Resources Department
Date: ___/____/____
Name of Requestor: ____________________Department: _______________
Extension: ________ Home/Cell Phone: ______________________________
I am requesting paid time from the Donation of Time Bank based on:
____ Attached Family Leave Act forms
____ Attached Catastrophe form
I am requesting _____ days of donated paid time effective ____/____/____
Month, Day, Year
Note: Maximum # of days that can be requested at any one time is ten (10) days.
I have read and I understand the Donation of Time Policy. I agree that if I do not use all of
the Donation of Time that may be granted to me, the unused time will be returned to the
Donation of Time Bank.
______________________
Signature
___________________
Printed Name
________
Date Signed
---------------------------------------------------------To: Payroll Office to Complete This Section
Time Balances as of __________(date)
Available Carryover Vacation
Earned Vacation
Earned Sick Time
Earned Personal Days
Floating Holiday
____# Days
____# Days
____# Days
____# Days
____# Days
Signature of Payroll Coordinator: ____________________ Date Verified: _______
Copy to Human Resources
41
Centenary College
Donation of Time Policy
Catastrophe Form Application
To: Human Resources Department
Date: ___/____/____
Name of Requestor: _____________________Department: ______________
Extension: ________ Home/Cell Phone: _____________________________
As a result of the following circumstances, I am submitting this application to receive a donation of time
under the Donation of Time Policy. My circumstances are not covered under either Federal Family and
Medical Leave Act (FMLA) or New Jersey Family Leave Act (NJ FLA).
Brief Description of Reason for Request (You may attach additional sheet, if needed).
______________________
Signature
____________________
_________
Printed Name
Date Signed
Approved by:
________________________ _____
President, or designee
Date
_______________________
Vice President for Finance/CFO
______
Date
----------------------------------------------------------
To: Payroll Office to Complete This Section
Time Balances as of __________(date)
Available Carryover Vacation
Earned Vacation
Earned Sick Time
Earned Personal Days
Floating Holiday
Signature of Payroll Coordinator: __________________
Copy Sent to Human Resources
42
____# Days
____# Days
____# Days
____# Days
____# Days
Date Verified: ___________
Centenary College
SICK LEAVE POLICY
Sick leave accrues from date of hire. If an employee begins employment on or before the 15th of the
month, credit will be given for that month. The employee is eligible to use sick leave only after
successful completion of the Introductory Evaluation Period, or after successful completion of the
Extended Introductory Evaluation Period.
Sick Leave for Employee’s and Immediate Family’s Illness
Sick leave may be used for employee illness as well as immediate family illness. "Immediate family" is
defined as live-in family members. One half (1/2) of a sick day will be charged if an employee comes in
late or leaves early due to illness or medical/dental appointment. An Administrative employee may
charge an absence to compensatory time, if available, or make up the time within same week, only with
the prior approval of the Supervisor. If an employee works less than 1 and 1/2 hours and leaves due to
illness, the absence is charged as one (1) sick day. To minimize the impact on the workflow, employees
are encouraged to schedule routine medical and dental appointments outside of the normal work
schedule. If scheduled within the normal work schedule, the employee is required to give their
Supervisor as much advance notice as possible.
Doctor’s Note
If an employee is absent due to illness for five (5) or more consecutive work days, a doctor's note must be
given to the Supervisor and a copy forwarded to the Human Resources Department. The Supervisor
may request a doctor's note for absences less than five (5) consecutive work days provided the Director
of Human Resources has approved the request. The Supervisor and/or the Director of Human Resources
may require a doctor’s note in order to return to work, providing the Director of Human Resources has
approved this request prior to making the request of the employee. A return to work doctor’s note that
contains any restriction and/or limitation must be submitted to the Director of Human Resources for
review at least one week prior to the return to the work date.
Leave of Absence
An employee who is on paid leave of absence, will accrue sick time in accordance with these guidelines.
However, sick leave does not accrue while the employee is receiving disability insurance , Workers’
Compensation or any unpaid leave of absence. If the employee returns to work on or before the 15th of
the month from an unpaid leave of absence, sick accrual will be given for that month.
Overtime
Sick leave is not considered hours worked in the computation of overtime.
Accrual of Sick Time
Full-time Officers of the College, Administrative Officials, Administrative Employees and
Service Staff
Full-time employees scheduled to work 35 hours per week over 12 months accrue sick leave at the rate of
0.83 days per full month of service, or 10 days per year.
Full-time employees scheduled to work 35 hours per week over 9, 10 or 11 months , sick leave accrues at
the rate of 0.83 days per month of service x # of months scheduled to work.
43
Centenary College
Part-time Employees
Part-time employees scheduled to work 20 hours per week and a minimum of 1,000 hours per year
accrue sick leave at the rate of 0.42 days per month of service. The total number of sick days granted
depends on whether the position is for 12 or 10 (or other duration) months per year. For example:
0.42 X 12 months = 5 sick days/year
0.42 X 10 months = 4 sick days/year
0.42 X 9 months = 3.5 sick days/year
Security Officers
Full-time Security Officers who work 12 months per year accrue 10 sick days per year earned at 0.83
days per month.
Part-time Security Officers who work 12 months per year accrue 5 sick days per year earned at 0.42 days
per month.
Part-time Security officers who work a minimum of 1,000 hours per year and who work 10 or 11 months
per year accrue 4 sick days per year earned at 0.42 days per month.
Part-time Security Officers who work a minimum of 1,000 hours per year and who work at least 9
months per year accrue 3.5 sick days earned at 0.42 days per month.
Faculty
Effective July 1, 1989, full-time Faculty accrue sick leave at the rate of 5 days for the Spring Semester and
5 days for the Fall Semester. Sick days are not accrued during other Sessions or Semesters.
The number of sick days earned during the Fall or Spring semester will be prorated if a Faculty member
works only a portion of the semester.
Faculty must report each sick absence to the Office of Academic Affairs so that an Absence Report can be
completed and forwarded to the Payroll Office for record keeping.
Adjuncts
Adjuncts are ineligible for sick time.
Carry over of Sick Time
The maximum number of sick days in an employee’s sick bank is 25. This includes both carry-over sick
time and current year sick time accruals. When there are 25 sick days in the sick bank, no further
accruals are added until the sick bank falls below 25 days in which case it may be brought up to the 25
day maximum in the next fiscal year.
Sick Time & Termination of Employment
In the event a terminated employee has used more sick days than they have accrued by their termination
date, an adjustment will be made in the final check. No sick time is accrued for the month if the
employee terminates employment on or before the 15th of the month. Sick days are not compensated
upon termination.
44
Centenary College
Americans with Disabilities Act (ADA) Policy for
Employees and Applicants
I. Disability Policy for Employees & Applicants .................................... 2
A. Disability Defined …..................................................... 2
B. Requesting a Reasonable Accommodation(s)............. 2
C. Provision of Accommodation(s)................................... 2
D. Confidentiality & Notification of Accommodation ... 3
E. Grievance Procedure ................................................... 3
F. Access to Regulations and Policies .............................. 4
II. Medical Certification Request Letters ................................................ 5, 6
III. Medical Certification Form ................................................................ 7
45
Centenary College
Americans with Disabilities Act (ADA) Policy for
Employees and Applicants
I.
Disability Policy for Employees & Applicants
Centenary College is fully committed to compliance with the Americans With Disabilities
Act. As such, it is the policy of Centenary College to provide an environment that is free
from all forms of discrimination, including discrimination based on disability. Centenary
College prohibits harassment or retaliation against any individual requesting an
accommodation or filing a complaint under the grievance procedure set forth in this Policy.
A. Disability Defined
An individual with a disability is defined as any person who (1) has a physical or mental impairment which
substantially limits one or more major life activities; (2) has a record of such impairment; or (3) is regarded as
having such an impairment. An individual satisfying parts (1) or (2) of this definition and who can perform the
essential functions of his or her position shall be referred to as a "qualified individual."
B. Requesting a Reasonable Accommodations
Centenary College will make a good faith effort to provide a reasonable accommodation to qualified
applicants and employees with disabilities to ensure their equal access to employment with Centenary College
unless it would result in an undue hardship to Centenary College.
For purposes of providing reasonable accommodation, applicants and employees are
considered qualified if they possess the minimum qualifications of the position and can
perform the essential functions of the position with or without reasonable accommodation.
Qualified individuals who wish to request a reasonable accommodation may contact the
Director of Human Resources.
Director of Human Resources reserves the right to request additional documentation if the
initial documentation the individual provides is incomplete or inadequate to determine the
need for accommodations.
C. Provision of Accommodations
Upon receipt of a request for an accommodation by a qualified applicant or employee, the Director of Human
Resources shall engage in the interactive process with the individual making the request. This shall be an
informal process designed to determine the nature of the limitations resulting from the disability and the
appropriate accommodation that will overcome this limitation. Prior to providing an accommodation,
Centenary College reserves the right to require documentation prepared by an appropriate professional,
46
Centenary College
including, but not limited to: a statement regarding how the individual’s disability affects a major life activity,
and a recommendation of a reasonable accommodation.
Americans with Disabilities Act (ADA) Policy for
Employees and Applicants
If the accommodation as initially provided is insufficient, upon receipt of notice of the
insufficiency, The Director of Human Resources shall make a good faith effort to implement
any appropriate additional measures necessary to overcome the qualified individual’s
limitations.
D. Confidentiality & Notification of Accommodation
Information and records about individual disabilities are treated as confidential information under applicable
federal and state laws and are only provided to individuals on a need-to-know basis when authorized by the
individual.
E. Grievance Procedure
Centenary College has adopted the following grievance procedure to address complaints of disability
discrimination, retaliation, harassment or failure to provide a reasonable accommodation under this
Policy:
1. Any aggrieved individual ("Complainant") may file a complaint in writing,
containing the name and address of the person filing the complaint and describing the
discriminatory act;
2. The complaint shall be filed in the office of the Director of Human Resources with the
Director of Human Resources, Section 504 Coordinator ("Coordinator") within 30 days
after the complainant becomes aware of the allegedly discriminatory act. Should the
Section 504 Coordinator be a party to the complaint, the complaint should be filed in the
Disability Services Office with the Director of Disability Services who will inform the
Vice President for Finance/Chief Financial Officer.
3. The Section 504 Coordinator will investigate the allegations in the complaint. The
Director of Disability Services may assist in the investigation as necessary. Should the
Section 504 Coordinator be a party to the complaint, the complaint will be investigated
by the Director of Disability Services;
4. All interested persons and their representatives shall be afforded the opportunity to
submit evidence relevant to the investigation. Such evidence shall be submitted to the
Section 504 Coordinator during the course of the investigation;
47
Centenary College
5. The Section 504 Coordinator shall issue a written decision determining the validity of
the allegations and distribute copies of the decision to the interested parties no later than
45 days after the filing of the complaint. If the decision cannot reasonably be issued
within 45 days, then the Coordinator shall alert the parties of the same.
Americans with Disabilities Act (ADA) Policy for
Employees and Applicants
6. The Section 504 Coordinator shall implement all appropriate remedial steps
necessary to address any findings of discrimination, harassment, retaliation, or failure to
accommodate;
7. Should the Complainant choose to appeal the Coordinator’s decision, the appeal shall be made in
writing within 30 days of the date of receipt of the decision;
8. The appeal shall be submitted to the Vice President for Finance/Chief Financial
Officer and shall demonstrate that (1) there is new evidence; or (2) the investigation or
decision exhibited prejudice or other unfair treatment;
9. The Vice President for Finance/Chief Financial Officer will render a final written
decision and distribute copies of the same to interested parties, including the
Coordinator, within 60 days of the filing of the appeal. If the decision cannot reasonably
be issued within 60 days, then the Vice President for Finance/Chief Financial Officer
shall alert the parties of the same.
F. Access to Regulations and Policies
Any individual wishing to view copies of the Americans With Disabilities Act, as amended in 2008, or this
policy may do so by visiting the office of Human Resources.
****************
48
Centenary College
Americans with Disabilities Act (ADA) Policy for
Employees and Applicants
III. Medical Certification Form
Patient Name _____________________________________________________
1. Date Condition Commenced: ______________________________________
2. Probable Duration of Condition: __________________________________
3. Does this condition substantially limit the patient in any major life activity/ies?
If yes, please indicate and describe limitation:
___ walking ______________________________________________________
___ sitting _______________________________________________________
___ speaking _____________________________________________________
___ breathing ____________________________________________________
___ manual tasks _________________________________________________
___ seeing _______________________________________________________
___ hearing ______________________________________________________
___ learning ______________________________________________________
49
Centenary College
___ caring for himself/herself _______________________________________
___ working (describe effect of condition on ability to work in general)
________________________________________________________________
________________________________________________________________
other (describe) __________________________________________________
________________________________________________________________
Medical Certification Form (continued)
4. In your opinion, will the employee’s condition improve to the point he or she will be able to
return to work?
___ NO
___ YES
___ IMPOSSIBLE TO DETERMINE AT THIS TIME (explain and state when you
anticipate determination can be made)
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
5. If answer to 4 above is YES, please provide your best estimate of how long it will be until the
employee is able to return to work.
#____ weeks
#____ months
____ indefinite
50
Centenary College
6. If the period of leave indicate in #5 above is for a specific number of weeks or months, is the
employee’s return at the end of the indicated period of leave a firm return to work date?
_____ YES, the leave will probably not need to be extended beyond that point
_____ NO, the leave may well be extended beyond that point
7. Does Employee have any temporary or permanent limitations on his/her ability to perform the
essential functions of his/her job? (See enclosed physical job description)
___ NO
___ YES
If YES, please describe: ______________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
Medical Certification Form (continued)
8. Are the limitations described in # 7 above temporary or permanent?
____ TEMPORARY for _____________ (specify time period)
____ PERMANENT
9. If the answer to #7 above is YES, please describe any accommodations that can be made to
enable Employee to perform the essential functions of the job, if and when he or she is able to
return to work.
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
51
Centenary College
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
10. If/when Employee is able to return to work, do you anticipate employee will require time off on
an intermittent basis?
____ NO
____ YES
11. If the answer to 10 above is YES, please indicate whether the need for intermittent leave will be
either
______ TEMPORARY for __________________ (specify time period)
______ PERMANENT
12. If the answer to 10 above is YES, please indicate whether the intermittent leave:
______ Can be PRE-SCHEDULED, including a reduced work schedule and/or
schedule of treatments; OR
______ Will be UNPREDICTABLE
Medical Certification Form (continued)
FOR FORENSIC PSYCH ASSESSMENT, IF APPLICABLE:
13. In your opinion, does the employee pose a significant risk to the health or safety of the employee
or of others in the workplace ? ________ Yes __________ No
52
Centenary College
14. If the answer to 13 above is Yes, please state whether this risk can be eliminated through
accommodation(s), if any (including medication) and describe the accommodation(s).
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Name of Physician or Practitioner:
Title of Physician or Practitioner
_______________________________
____________________________
Signature of Physician or Practitioner:
Date:
_________________________________
___________________________
ACCIDENT/INJURY POLICY, WORK-RELATED
An accident or injury that is job-related must be reported immediately to the Supervisor,
regardless of how minor it may be perceived to be.
53
Centenary College
WITHIN 24 HOURS OF THE REPORTED INJURY, the Supervisor is required to complete the
Accident/ Injury Report, a copy of which must be faxed to the Human Resources Department as soon as
possible. The Human Resources Department fax # is 908-850-8716. The Accident/Injury Report is
available on the Human Resources website or by calling the Human Resources Department.
Please note that under Workers’ Compensation regulations, Medical expenses related to a
Workers’ Compensation injury/illness will be automatically rejected by the employees’
group health insurance under any circumstances. That is why timely reporting of the workrelated injury/illness to the Human Resources Department is so important. Once this information is
received by the Human Resources Department, the College’s Workers’ Compensation insurance carrier
will contact the employee directly in order to provide a list of authorized Workers’ Compensation
doctors. Bills generated from the accident or injury should be forwarded directly to the Workers’
Compensation insurance carrier. The employee, if eligible, will be compensated by the College’s
Workers’ Compensation insurance carrier.
Timely reporting of the Accident/Injury Form to the Human Resources Department is important in
order to minimize the impact of delayed payment to the employee by the carrier.
The employee is responsible for keeping the Supervisor and the Human Resources Director informed
about the status of the accident/ injury and to provide medical documentation on a timely basis.
Medical status reports must be mailed to the Director of Human Resources while the employee is absent
to keep the College informed of the employee's status and expected return to work. The employee is
responsible for providing a status report from their treating practitioner to release the employee to
return to work. This must be provided prior to the employee’s first day back at work.
If there are work-related restrictions or limitations of any kind, the note must clearly state the specific
nature of the restrictions/limitations along with the expected duration and this must be submitted to the
Supervisor and the Director of Human Resources at least one week prior to the return to work date.
While an employee is on leave of absence without pay from the College payroll due to a work-related
accident/injury, benefits do not accrue such as sick and vacation, nor does Holiday pay apply. If the
employee is participating in the Centenary health plan, the Human Resources Department will bill the
employee for any health payments normally paid through payroll deductions and coverage will
continue as long as the employee pays the premium in a timely manner by the due date noted on the
invoice. If the employee is not on the College payroll, retirement matching contributions will not be
made by the College.
54
Centenary College
Errata
Every reasonable effort has been made to assure the
accuracy of the information contained in this
Employee Benefits Summary. However, changes may
be introduced and errors inadvertently occur.
Therefore, it is the employee’s responsibility to verify
the accuracy and completeness of the information
contained in this Summary.
55