New Employee Benefits Orientation Part I

1. New Employee Benefits OrientationPart I Leave - Holidays - Disability The College of William and Mary Office of Human Resources

2. Name Position Number FLSA Status Exempt or Non-exempt Cover Sheet

3. Cover Sheet • What is FLSA ???? • Fair Labor Standards Act • Non-exempt employees are to be paid overtime when worked in excess of 40 hours in a work week • Exempt employees are not eligible for overtime

4. Cover Sheet • William and Mary workweek • Sunday through Saturday • Saturday through Friday for Athletic Department only • VIMS workweek • Saturday through Friday

5. Cover Sheet • First Paycheck • Deadline dates • Changes that affect your pay must be in by this date for the respective paycheck

6. Pay periods 10th through 24th and 25th through 9th Pay dates are the 1st and 16th of each month If these dates fall on a weekend or holiday (excluding Christmas), the payday is the last work day prior to the weekend or holiday Cover Sheet

7. Code of Ethics Integrity is one the core values of the College William and Mary. Thus, we are committed to Lawful and ethical behavior in all of the College’s activities. This code of Ethics was adopted by the Board of Visitors of the College of William and Mary on April 17, 2009.

8. Change of Name/Address • Form available on-line and in the HR Office • http://web.wm.edu/hr/forms.php • Change of residence • May use Employee Self Service • Change of name • Copy of new social security card required

9. Personnel File • Official employment file is maintained in the HR Office • Please schedule an appointment if you wish to view your file

10. Separations • Provide resignation letter to supervisor and a copy to HR • Employee must work or be on paid leave the last day of employment

11. Separations • A Leave Payoff is processed one pay period after separation • Unused annual, compensatory and overtime leave will be paid off in a lump sum • Unused sick and family/personal leave will not be paid off

12. Separations • Transferring to another State Agency • Unused annual, sick and family/personal leave is transferred • Unused compensatory and overtime leave paid off in a lump sum • Clearance Form must be completed

13. Inclement Weather • Agency closing will be broadcast on local radio and television stations • For information call • W&M 221-1766 • VIMS 684-7000

14. Inclement Weather • ‘Essential’ employees must report to work • Department will inform employee if he/she is essential • Compensatory leave will be given for each hour worked to employees who must report to work

15. Holidays • State provides twelve paid holidays • At the college, eight are taken as follows • New Year’s Day • MLK Day • Memorial Day • Independence Day • Labor Day • Thanksgiving Day • Day after Thanksgiving • Christmas Day

16. Holidays • Lee-Jackson Day, George Washington Day, Columbus Day and Veterans Day are taken between Christmas and New Year’s Day • “Essential” employees must report to work • Department will inform employee if he/she is essential • Compensatory leave will be given for each hour worked to employees who must report to work

17. Holidays • WILL BE PAID for a holiday • Employee must work or be on paid leave the day before and the day after a holiday • WILL NOT BE PAID for a holiday • Employee is on leave without pay the day before or the day after a holiday

18. Annual Leave • Accrued for each semi-monthly pay period • Posted on the 10th and 25th of each month • Accrual rate based on length of state service • Leave carries over from year to year • Maximum carried over based on length of state service

19. Annual Leave • Accrual rate per pay period • Less than 5 years 4 hours • 5 – 9 years 5 hours • 10 – 14 years 6 hours • 15 – 19 years 7 hours • 20 – 24 years 8 hours • 25 + years 9 hours

20. Annual Leave • Maximum accumulation on January 10th (separation) • Less than 5 years 192.00 hours (same) • 5 – 9 years 240.00 hours (same) • 10 – 14 years 288.00 hours (same) • 15 – 19 years 336.00 hours (288) • 20 – 24 years 384.00 hours (336) • 25 + years 432.00 hours (336)

21. Annual Leave • Vacation • Personal purposes • To cover other kinds of leave for which you have a zero balance

22. Annual Leave • NO Annual Leave accrual will be given for any pay period during which an employee is on leave without pay

23. Virginia Sickness and Disability Program (VSDP) • Provides income security if employee is unable to perform job duties due to illness or injury • Administered by the Virginia Retirement System and UNUM, a third party administrator

24. VSDP • The program includes upon hire: • Sick leave • Family and personal leave • Long-Term Care • After a one year waiting period: • Short-term disability (non-work related) • Long-term disability

25. VSDP • Sick Leave and Family and Personal Leave • Initially credited on first day of employment • Leave does not carry over from year to year • In subsequent years, credited on January 10th according to months of state service

26. VSDP • Sick Leave for new Full-Time employees • Employment begins January 10 - July 9 • 64 hours • Employment begins July 10 - January 9 • 40 hours

27. VSDP • Sick Leave for new Part-Time employees • Employment begins January 10 - July 9 • 32 hours • Employment begins July 10 - January 9 • 20 hours

28. VSDP • Family and Personal Leave for new Full-Time and Part-Time employees • Employment begins January 10 – July 9 • 32 hours • Employment begins July 10 – January 9 • 16 hours

29. VSDP • Sick Leave and Family and Personal Leave • Leave credited on January 10th • Leave amounts based on months of service

30. VSDP • Full-Time employees with less than 60 months of state service • 64.00 hours of Sick Leave • 32.00 hours of Family and Personal Leave

31. VSDP • Full-Time employee with 60 to 119 months of state service • 72.00 hours of Sick Leave • 32.00 hours of Family and Personal Leave

32. VSDP • Full-Time employees with 120 or more months of state service • 80.00 hours of Sick Leave • 40.00 hours of Family and Personal Leave

33. VSDP • Part-Time employees with less than 120 months of state service • 32.00 hours of Sick Leave • 32.00 hours of Family and Personal Leave

34. VSDP • Part-Time employees with 120 or more months of state service • 40.00 hours of Sick Leave • 40.00 hours of Family and Personal Leave

35. VSDP • Use of Sick Leave • Employee’s illness or injury • Employee’s medical appointments

36. VSDP • Use of Family and Personal Leave • Family illness or medical appointments • Personal illness or medical appointments • Vacation • Any reason

37. VSDP • Short-Term Disability (non-work related) • Must satisfy a one year waiting period • Eligible for benefit after missing work for more than 7 calendar days due to illness or injury • Must call 1-800-652-5602 to initiate benefit • Card with number is in VSDP handbook • UNUM representative will help you

38. VSDP • Employee is responsible for 7 calendar day waiting period • Use available leave to cover the waiting period only • Disability income begins on the 8th calendar day • Disability income is paid at 60% for the first 5 years of continuous employment

39. VSDP • After 5 years of continuous employment • Disability income begins at 100% pay, then is reduced to 80% and again reduced to 60% • The reduction in disability income is based on the length of disability and the length of employee’s state service

40. VSDP • Remain on the college’s payroll • Benefit lasts for 125 workdays • Job protected

41. VSDP • Long-Term Disability • Begins at the conclusion of short-term disability • Removed from the college’s payroll • Paid directly by VRS • Disability income is 60% , increased to 80% for catastrophic conditions • No longer job protected

42. VSDP • Long-Term Care • Covered for up to $96 a day for licensed nursing home care, assisted living facility care, at-home services and community based home care • Lifetime maximum benefit of $70,080

43. Compensatory Leave • Who is eligible? • Exempt employees • Non-exempt employees when hours worked in the workweek are 40 hours or less

44. Compensatory Leave • Earned hour for hour when required to work • Additional hours, in which holiday or leave has been taken • College holiday • Official closing (inclement weather) • May request pay rather than leave with certain departments

45. Compensatory Leave • Duration of earned leave • Must use leave within 12 months of date earned or it lapses

46. Overtime Leave • Non-exempt employees eligible when hours worked in workweek are more than 40 • May request leave rather than pay • See OT Compensation Election Form • http://web.wm.edu/hr/forms.php • OT Leave hours in excess of 120 must be paid

47. Administrative Leave • Must provide appropriate documentation as required • To serve on a jury • Appear as a witness under subpoena • Accompany a minor to court • Attempt resolution of work-related problems • Attend work related hearings • Interview for state positions • Serve on state council or board

48. Administrative Leave • Compensation for Jury Duty • Keep the money • Can not use Administrative Leave • Must use other Leave • Surrender Jury Duty Check • Submit your receipt from Bursar’s Office to your supervisor • Can use Administrative Leave • If serving as a juror in a Virginia Circuit Court, you do not need to surrender your check.

49. Community Service Leave • 16 hours available each Leave Year • School assistance • Attend PTA meetings, etc … • Volunteer member of a community service organization • Hours increase to 24 for volunteer firefighter or rescue

50. Community Service Leave • United Way Call for Volunteers • All employees encouraged to volunteer. • Community service leave can be used for up to 16 hours each year. • For information on how you can get involved, please contact Carla Costello: • Phone: 221-1254 • E-mail: cacostello@wm.edu