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!