I have been notified that I qualify for benefits, what do I do next?
Part of your notification letter includes a checklist of the various forms that must be filled out with regards to health benefits, life insurance, long-term disability, and the smoking/spousal charge attestation form. You MUST fill these forms out, even if you want to waive benefits, otherwise you will be defaulted to Uniform medical and dental and will not be able to change this until the open enrollment period typically during the month of November of each year. Here is a list of the 2014 forms and where they can be found on the web:
HCA Employee Enrollment/Change http://www.hca.wa.gov/pebb/documents/50-400-2014.pdf
Life and AD&D Insurance http://www.hca.wa.gov/pebb/documents/161989-2014.pdf
Long-Term Disability http://www.standard.com/eforms/7533d_377661.pdf
Tobacco Surcharge Attestation (required if you are not waiving medical) http://www.hca.wa.gov/pebb/Documents/50-224.pdf
These must be completely filled out and returned within 14 days of receipt along with verification documents when enrolling family members, and the checklist memo and the HCA PEBB Eligibility worksheet (if applicable) which are included with your notification letter.
Adjunct faculty who receive these notifications of eligibility must fill out all of these forms each time they requalify. Failure to do so will result in being defaulted regardless of whether they previously waived or not!
Can I continue to use a 9/9/9999 end date?
No, the 9/9/9999 end date is no longer valid and will be completely eliminated. With the new CTCLink system rolling out, we must use an actual date. By using an actual date, it will allow for a smooth transition to the new system.
Effective immediately, all new part-time hourly positions must have an end date of 6/30/2020. This will occur in five (5) year increments. For example, all new part-time hourly PAFs for 2014 through 2019 will have an end date of 6/30/2020. In the year 2020, end dates will be 6/30/2025 and in the year 2025, end dates will be 6/30/2030, and so forth. Part-time hourly positions will need to be renewed when each end date occurs.
For new and current full-time employees, the end date of 6/30/2099 will be used. Current employees with the 9/9/9999 end date will be updated automatically.
What is Personal Holiday leave?
Personal Holiday is leave accrued by full-time Faculty, Administrative and Classified employees. Faculty accrue three (3) days of leave per instructional year, and Administrative and Classified employees accrue one (1) day of leave per calendar year. Personal Holiday must be used prior to the end of each year. If not used, remaining hours will be lost.
Personal Holiday may only be split according to the conditions below:
Ø Part or all of a personal holiday may be donated to another employee for shared leave as provided in RCW 41.04.665. Any remaining portions of a personal holiday must be taken as one (1) absence, not to exceed the work shift on the day of absence.
Ø Part or all of a personal holiday may be used for:
1. The care of family members as required by the Family Care Act, WAC 296-130;
2. Leave as required by the Military Family Leave Act, RCW 49.77 and in accordance with Article 19.12; or
3. Leave as required by the Domestic Violence Leave Act, RCW 49.76.
Any remaining portions of a personal holiday must be taken as one (1) absence, not to exceed the work shift on the day of absence.
If none of these conditions apply, the remaining hours will be lost. Personal Holiday expires June 30th for Faculty and December 31st for Administrative and Classified employees each year.
What is a Sick Leave Buyout?
Sick leave Buyout is an option for employees who accumulate sick leave and have a balance over 480 hours at the end of each year. This is also known as “Compensation for sick leave.”
Eligible employees may convert unused sick leave to monetary compensation under the following circumstances:
This year the deadline is February 18, 2014.
- Monetary compensation must not reduce balance below 480 hours;
- Only hours earned in 2013; minus all sick leave hours used or shared may be converted (maximum hours that can be converted to monetary compensation is 96 hours) ;
- Compensation is paid one-fourth (1/4) of the employee balance; i.e. 96 hours earned in 2013 with zero hours used, the employee may be compensated for 24 hours;
- Employee must respond to request by the deadline.
Hours that are converted to monetary compensation will be deducted from the leave balance.
Hours not converted to monetary compensation will continue to accrue. The option can only be exercised once-a-year. The only other option for the state to pay out sick leave is during retirement (or death). In all instances it is bought back at 4 to 1 basis or ¼ of the total value.
What is an I-9 Form?
In 1986, in an effort to control illegal immigration, Congress passed the Immigration Reform and Control Act (IRCA). IRCA forbids employers from knowingly hiring individuals who do not have work authorization in the United States. The employment eligibility verification provisions, and sanctions, of IRCA are found in Section 274A of the Immigration and Nationality Act (INA).
Form I-9 (Employment Eligibility Verification) helps employers to verify individuals who are authorized to work in the United States. The I-9 form must be completed for every new employee hired.
Newly hired employees must complete and sign Form I-9 no later than the first day of employment.
A new employee must present documentation that establishes his/her identity and employment authorization. Unexpired documentation must be presented within three days of beginning employment.
What is the Family and Medical Leave Act (FMLA)?
The federal Family and Medical Leave Act (FMLA) provides job protected leave and benefits coverage entitlements to employees who meet FMLA eligibility requirements. Employees are required to request FMLA for this entitlement to apply.
Approved FMLA guarantees that an eligible employee can have job protected time off work as follows:
A) Up to 12 workweeks of job protected time off work per 12-month period because of:
· A serious health condition,
· A family member's serious health condition,
· Parental leave to care for a newborn or newly adopted or placed child.
· A qualifying exigency arising out of the fact that the employee's family/household member is on active duty (or has been notified of an impending call or order to active duty) in the Armed Forces Reserves or National Guard in support of a contingency operation.
B) If the employee is an eligible family member or next of kin the employee can have up to 26 workweeks of "Service Member Family Leave" during a single 12-month period to care for a covered service member who is:
· Undergoing medical treatment, recuperation, or therapy,
· Otherwise in outpatient status, or
· On the temporary disability retired list, for a serious injury or illness.
For more details, visit the HR website at http://www.olympic.edu/StaffFaculty/HumanResources/policiesandprocedures/PoliciesProcedures.htm.
To request for FMLA leave, contact Jacquie Curry at (360) 475-7307.
What are leave audits?
A leave audit consists of a report that contains the amount of leave that an employee (Classified, Adjunct Faculty, Administrative, and FT Faculty) has accrued for a selected time period. It is mailed out to the employee in the month of January each year to review, sign and return to Human Resources. Discrepancies should be brought to HR’s attention.
Leave audits have been mailed out outlining leave accruals and balances for 2012. Please take time to review them for accuracy, sign and return to HR. If you have any questions, contact Human Resources at (360) 475-7300 Monday through Friday 8:00am to 4:30pm.
As a current employee, where can I find HR forms?
Human Resource forms can be found on the HR website at http://www.olympic.edu/StaffFaculty/HumanResources/Important+Websites.htm. These are the most up-to-date forms for leave, TIAA-CREF, FMLA, hiring, PEBB, etc. If you cannot find a form on this page, please contact HR at (360) 475-7300. If you are using an older version of these forms, please discard and begin using the current form.
What do I need to do if I am planning to retire?
- Contact the HR office at (360) 475-7300 to schedule an appointment to meet with Jacquie Curry.
- Make a call to your retirement plan administrator.
- TIAA-CREF 1-800-842-2776
- Department of WA State Retirement System (DRS) 1-800-547-6657
Did you know…
If you have any life changes such as address, phone number, new member of the family (marriage, baby, adoption) or divorce, always notify HRS of these changes to update your file. Whether you have been employed for years or just a short period, Human Resource Services wants to remind you to keep your personnel file up-to-date.
Visit HRS to add your spouse as a beneficiary on retirement and life insurance; update your emergency contact; enroll or dis-enroll family members in medical, dental, life plans and/or update address.
Make changes to your medical plans and to the beneficiaries for life and retirement.
New baby or adoption:
Add your child(ren) on your medical and dental plans.
Establish or end a WA State-Registered domestic partnership:
Add or drop your dependent on the first of the month after the event.
For more information on PEBB Benefits, how it works, what it cost, who you can insure, when you can change, etc. visit the PEBB website at http://www.pebb.hca.wa.gov/.
What do I do if I am injured at work?
If you are injured on the job you must let your supervisor know and contact Safety & Security to fill out an Accident/Injury Form right away.
Minor injuries are just as important. You must report the accident. Human Resource Services needs to be notified of injuries and be familiar with the situation when the Labor and Industries (L&I) paperwork arrives so that they can help you plan your return to work.
Many falls, cuts, and sprains can become serious injuries if they aren’t treated right away. For a minor injury, get first aid at your workplace. If you need treatment, go to the emergency room or health-care provider of your choice and let them know you were injured at work. They will assist you in filing the workers’ compensation claim form.
As a supervisor, what do I do if an employee is out and has not submitted their time out?
Notify HRS of their absence.
Time and leave has to be reported in the absence of your employee. There are several ways to handle this situation. Contact your HR Consultant for information.
As a reminder, employees who are out 5 or more days need to bring a release from a physician. Protect your employee, protect yourself, protect the college. Be sure the employee is fit for duty when he/she returns from being out on medical. The Return to Work Authorization form can be found on the HRS website at http://www.olympic.edu/StaffFaculty/HumanResources/HRForms.htm.
What are the office hours for Human Resource Services?
Office hours are 8:00 a.m. to 4:30 p.m. for the general public.
The Benefits office in Human Resource Services accepts appointments and walk-ins at 10:00 a.m. Payroll is one of the highest priorities and during the morning hours, up to 10:00 a.m., walk-ins are limited. This allows staff to process PAFs, adjunct contracts, administrative contracts, retirement and benefit forms, request for SRA salary deductions and changes, FMLA request, LWO and LWC entries, entries on PPMS such as address changes, SID numbers, and sign forms for and delivery to the Payroll office.
For your convenience, a locked box is available at the front counter of the Human Resource office. It is highly encouraged that all documents be placed in the locked box after hours as well as during business hours. The box is emptied several times throughout the day. All deliveries are stamped in and processed daily.
Where can I find benefits forms?
You can visit the HR website at http://www.olympic.edu/StaffFaculty/HumanResources/ and find “Important Websites - for everything you’re looking for”. When you click on the link, you will see links to Health Care Authority, Department of Retirement Systems, TIAA-CREF, Human Resource Services Forms, PTLR, Earnings & Leave, Employee Status (SharePoint) and Ethics Board information available to you.
Looking for the OC Organizational Chart or Policies and Procedures? You can find it and more on the HR website.
In the Quick Links, under HR Forms, you will find needed forms. Check it out!