Adjunct Faculty
and
Part Time Employees
(With Considerations of the Affordable Care Act)
Ronda F. Rotelli
CHRO, Lone Star College System
Lone Star College System
5-May-14
1
2.25
(AND COUNTING?)
Lone Star College System
5-May-14
2
A.C.A.
IS ANYONE ROLLING THE DICE?
Lone Star College System
5-May-14
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REGULATION UPDATES
(THE DRY “STUFF” TO LEVEL SET)
DISCUSSION ITEMS
•
Texas State TRS and
ERS Requirements
•
2013/2014 ACA
Information
•
Fair Labor Standards Act
Considerations
Lone Star College System
5-May-14
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TIAACREF
TRS
ERS
GBP
• Teachers Insurance and Annuity Association
• Part-Time Employees (less than 20 hours per week); Contribution requirement of 6.2%
for Retirement
• LSCS = 1.3% Retirement Contribution
• Teachers Retirement System
• Eligible employees (20 to 29 hours/week, for minimum of ANY 18 weeks); Contribution
requirement of 6.4% for Retirement
• LSCS = 6.8% Matching Retirement Contribution
• Delivers Retirement Benefits as Authorized by the Texas Legislature
• Employees Retirement System (Benefits Eligibility)
• Eligible employees (30+ Hours /week as defined by ACA measurement periods)
• Manages and Administers the GBP
• Texas Employees Group Benefits Program
• Health Coverage and Optional Coverage
• Texas Insurance Code (TIC) defines eligibility for the GBP
Lone Star College System
5-May-14
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TRS INFORMATION
AS AUTHORIZED
BY THE TEXAS LEGISLATURE
FOR TEXAS PUBLIC EDUCATION EMPLOYEES
Lone Star College System
5-May-14
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PART TIME EMPLOYEES
(ADJUNCT AND SUPPORT STAFF)
TRS BENEFITS ELIGIBILITY
• Eligible for Teacher Retirement Benefits (TRS) if the
following criteria is met:
•
Employee is currently instructing/working and paid as an
LSCS employee member for 20 – “converted” work hours or more per week
•
•
•
“Employment measured in semester or course hours or credits,
instructional units, or any other unit representing class or
instruction time is to be converted to clock hours and counted as
a minimum of two clock hours for each hour of instruction.”*
For a minimum of 18 weeks
*(Per TRS 2013 requirements, no updates yet based on
newest IRS regulations, will change to 2.25)
Lone Star College System
5-May-14
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ERS INFORMATION
(GROUP BENEFITS
PROGRAM)
ELIGIBILITY AS DEFINED BY THE TEXAS
INSURANCE CODE -- FUNDING IS DETERMINED BY
THE TEXAS LEGISLATURE
Lone Star College System
5-May-14
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UPDATED REQUIREMENTS:
2014/2015 ADJUNCT ELIGIBILITY
GROUP BENEFITS PROGRAM (ERS)
If employed as an Adjunct at (System), the preceding Fiscal Year ,
Teaching one course in each fall and spring semester
(September 1, 20_ _ – August 31, 20_ _ )
AND
If employed by contract or scheduled at the System as an Adjunct
in the Academic Year of Coverage
(September 1, 20_ _ – August 31, 20_ _)
For 6/12 Semester Credit Hours
*Eligibility for coverage will begin September 1, 20_ _ *
(TIC Sec. 1551.1021 as Amended by House Bill 2127,
ERS indicates effective 9/1/2014)
*Eligible Part-Time Adjunct Faculty members will be responsible
for 100% of the premium cost for GBP.
Lone Star College System
5-May-14
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TEXAS 2 STEP
• Sharing between TRS Entities
Lone Star College System
5-May-14
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TRS CONSIDERATIONS
• Texas Administrative Code
• Title 34:
Public Finance
• Part 3:
Teacher Retirement System of Texas
• Chapter 25:
Membership Credit
• Subchapter A: Service Eligible for Membership
• Rule 25.6:
Part-time or Temporary Employment
“Part-time…or temporary employment…is eligible only if such
employment, when combined with other employment in Texas
public educational institutions during the same school year,
qualifies as service eligible for membership or if such other
employment in itself qualifies as service eligible for membership.”
Lone Star College System
5-May-14
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ADJUNCT FACULTY
DETERMINING “FULL TIME” STATUS
• Based on ACA and TRS/ERS Updates
• Average of 30 work hours or more per week equals full
time status
• Hours worked are based on “classroom instruction”
hours
• Each “classroom” hour equates to 2.25 clock hours
(2.25:1)
• Average work load of 13.33 instruction hours per week or
greater, for “measurement period” will become eligible for
System paid benefits, if employment is continued
Lone Star College System
5-May-14
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SUPPORT STAFF
DETERMINATION OF FULL TIME
STATUS
Hours
• ACA Purposes =
Average of 30 or More
Hours Per Week
Period
of
Time
• Based on Established
Measurement Period
Lone Star College System
5-May-14
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AFFORDABLE CARE ACT (ACA)
(DETERMINING FT STATUS FOR CURRENT EMPLOYEES)
• Measurement Period -- The measurement or “look-back” period, is the
length of time an employer must evaluate the hours worked of variable
hour employees to determine whether they are eligible for health care
coverage in the upcoming coverage year.
• LSCS initial measurement period will be September 1, 2013
through May 31, 2014
• Administrative Period -- Time between measurement and stability
periods to make determinations, offer coverage and administer
enrollments.
• LSCS initial administrative period will be June 1, 2014 through July
31, 2014 with enrollment period of August 1, 2014 to August 15,
2014
Lone Star College System
5-May-14
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Lone Star College System
5-May-14
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EMPLOYMENT AND
HIRING PRACTICES
Lone Star College System
5-May-14
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FLSA REMINDERS
EMPLOYEE
ADJUNCT
PART TIME
SUBSTITUTE
STIPEND
ELIGIBILITY
POSITION
FLSA STATUS
Part Time
Non-Exempt
X
√*
X
X
Full Time
Non-Exempt
X
X
X
X
Full Time
Exempt
√
X
√
√
Adjunct
Exempt
√
X
√**
√**
*Combined Part Time Positions may not exceed 19.5 hours per week.
**Total hours required for stipend assignment must be tracked.
FLSA -- Fair Labor Standards Act
ACA -- Affordable Care Act
TRS -- Teachers Retirement System
X = Not Eligible
Lone Star College System
√ = Eligible
5-May-14
17
PART-TIME SUPPORT STAFF
•
Current Practice
•
•
•
Up to 19.5 hour weeks
May work over 19.5 hours per week, for no more than 18
weeks in an academic year
New Requirements
•
•
Up to 19.5 hours per week
•
Time is submitted by employee daily
May work up to 29 hours per week, for no more than 17
weeks in an academic year
Lone Star College System
5-May-14
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ADJUNCT EMPLOYMENT
•
Current Policy (IV.B.1.01) – “May teach up to one-half full time faculty workload in an
academic year.” (5 Courses)
•
Updated – “ Not to exceed 9 credit hours in a semester, AND no more than 15 credit
hours in an academic year.”
•
Part-Time support staff positions MAY NOT be held concurrently with Adjunct
Faculty positions (and vice versa)
•
Requirements of Compliance is Effective January 1, 2014
Lone Star College System
5-May-14
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PROCESSES FOR TRACKING
AND VALIDATING WORK LOADS
• Discussion with DOM’s Monday for input for Technology/Just
in Time reports and process for tracking
• Implement Requirement of Part-Time Support staff – Input hours worked
daily
• One active job assignment only for Part-Time Support staff members for
LSCS, at any given time
• Implement Accountability Requirement of Supervisor -- Validate work
hours daily, cannot move hours from one week to the next
• Implement “Adjunct/Part Time Disclosure” Form and Process
Lone Star College System
5-May-14
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TRACKING EXAMPLE
SEMESTER
Fall (16 Weeks)
COURSE
1) POFM 1317 - Medical
Admin Support
2) POFM 1327 - Medical
Insurance
CLASS
CREDIT HRS
LEC/LAB HRS SERVICE HOURS
PER WEEK
CALCULATION
TOTAL SERVICE
HOURS/COURSE
3
2 Lec/3 Lab
5 X 2.25
11.25
3
6
2 Lec/3 Lab
5 X 2.25
Total:
11.25
22.5
Winter "Mini" (3 Wks) 1) GOVT 2305
Total for Semester:
3
9
Spring (16 Weeks)
Total for Semester:
"May Mini"
Total for Academic
Year:
LEC - 4 HRS,
5 Days/Week 4 x 5 x 2.25
45
45
1) BMGT 1301 Supervision
3
LEC - 3 HRS
3 x 2.25
6.75
2) BCIS 1405 - Business
Computer Applications
3
2 Lec/3 Lab
5 x 2.25
11.25
18
6
Eligibility for
TRS
NOT YET
YES -Effective
12/30
YES - From
12/30
NOT ELIGIBLE
15
Summer 1 (5 Weeks)
1) GOVT 2305
3
LEC - 2 HRS, 4
Days/Week
(2 x 4) x 2.25
18
YES - From
12/30
Summer 2 (5 Weeks)
1) GOVT 2305
3
LEC - 2 HRS, 4
Days/Week
(2 x 4) x 2.25
18
YES - From
12/30
Lone Star College System
5-May-14
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IDEAS/IMPLEMENTATIONS
• Student Success Adjunct Assignment
• 15 Credit Hours limit from September 1 – May 31
• Tracking Charts
Lone Star College System
5-May-14
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Q&A
• How will professional development classes for Adjuncts be tracked? -- On a 1:1 basis, and
hours of pay will be tracked in the payroll system.
• What do we do during peak registration periods in allowing part time employees to work over 20
hours? – As long as we do not exceed 17 weeks and 29 hours per week.
• Would LSCS consider allowing FT faculty to work “triple” overloads to assist with potential
adjunct limitations? -- LSCS does not support the use of triple overloads.
• Will we communicate “rules and regulations” for our part time employees regarding hours
worked and additional jobs?– Yes, a formal communication will be provided as well as posted
on the web page for all updates during the second week of December.
• How will “mini-mesters” and late starts be handled for tracking of hours worked? – They will be
tracked according to credit hours and the 2.25:1 standard. (Reminder of the maximum loads
permitted each semester)
Lone Star College System
5-May-14
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