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Human Resources
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Policies for Faculty


SOUTHERN ILLINOIS UNIVERSITY EDWARDSVILLE
FULL TIME FACULTY HUMAN RESOURCES POLICIES
( Approved by Chancellor’s Council 5-14, 2014) )
TABLE OF CONTENTS

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INTRODUCTION
These procedures and policies do not apply to faculty covered by a collective bargaining agreement nor do these policies alter, abridge, or abrogate any rights or responsibilities created by virtue of any applicable law, statute, rule, regulation, the Faculty Handbook or policies of the Board of Trustees of Southern Illinois University and shall be interpreted consistently with the existence and exercise of such rights and responsibilities. Violations of University policies and procedures may result in disciplinary action up to and including termination.

OFFICE OF HUMAN RESOURCES
The Director of Human Resources is responsible for the implementation of an effective program of human resources administration for all employees, including but not necessarily limited to the following:
  1. Implementation of the total personnel program for employees within the provisions of statutes (state and federal) as may be applicable.
  2. Recruitment and employment of qualified personnel.
  3. Classification of positions.
  4. Creation and maintenance of a sound program of internal employee and labor relations.
  5. Maintenance and security of all personnel records.
  6. Administration of the University benefit program.
  7. Administration of a wage and salary program.

For additional information please visit that the Office of Human Resources website: http://www.siue.edu/humanresources/.


CHAPTER 1 UNIVERSITY EMPLOYMENT POLICIES

1.1 Affirmative Action
Approved February 1982
The University is committed to equal opportunity and affirmative action in all aspects of employment practices. All personnel policies, practices and procedures are administered without regard to an individual‑s age, color, disability, gender, marital or civil union status, national origin, race, religion, sex, sexual orientation or veteran status. The Affirmative Action Plan describes policies and procedures established by SIUE to fulfill these obligations.

Employment decisions are made according to these principles. All employees are expected to know and understand their roles in achieving positive results. Employees are also expected to be aware of the University‑s commitment to equal opportunity and are expected to comply with these policies and procedures.

Responsibility for this area is assigned to the Office of Equal Employment, Access & Title IX Coordination. The director of Equal Employment, Access & Title IX Coordination is charged with developing and maintaining the necessary programs, records and reports to comply with applicable state and federal statutes and regulations and with carrying out the goals and objectives of this Affirmative Action Plan.

Anyone seeking more information concerning SIUE‑s Affirmative Action Plan should contact the Director for Equal Opportunity, Access and Title IX Coordination, Rendleman Hall, Box 1025, Edwardsville, IL, 62026-1025, (618) 650-2333.

For additional information regarding SIUE’s Affirmative Action Plan, please visit http://www.siue.edu/eoa/.

1.2 Drug Testing
Approved May 2, 2012
The safety and security of personnel, students, visitors and property of the State of Illinois is of vital importance to the University. The purpose of the SIUE Workplace Drug Testing Policy creates and maintains a drug and alcohol-free work environment by identifying existing employees and potential employees who use or abuse illicit drugs and/or abuse prescribed medications. A safe environment is attained by employee screening, employee education and training, surveillance of the work area and the effective management of situations involving drugs and alcohol by individuals who fall under the purview of University authority.

For additional information regarding workplace drug testing, please visit http://www.siue.edu/humanresources/employment/workplace_drug_testing.shtml.

1.3 Employment References and Verification
Approved May 14, 2014
Verification of employment status and salary information for the purposes of buying a home or car, leasing an apartment, applying for a loan, etc. will be handled by the Office of Human Resources. Employees are encouraged to submit requests in a timely manner to allow sufficient time for processing.

To ensure confidentiality and protect the privacy of its employees, the Office of Human Resources will only release employment status and/or salary information to authorized individuals. To verify employment information with the University, the employee/former employee and/or requestor must provide the Office of Human Resources with the following:
  1. A Right to Release Information form signed and dated by the employee/former employee, with requested employment data.
  2. Social Security Number or Banner ID Number

Verification of employment status and salary information for graduate assistants is completed by the Graduate School.

Verification of employment status and salary information for student employees is completed by the Student Employment Office.

1.4 Equal Opportunity Employer
Approved February 1982
SIUE is an equal opportunity employer and will not discriminate against any person on the basis of race, religion, national origin, or gender in violation of Title VII. The University further prohibits discrimination against employees, applicants for employment, and students on the basis of age, color, disability, gender, marital or civil union status, national origin, race, religion, sexual orientation, arrest records or veteran’s status, in conformity with State law.

For additional information regarding SIUE's equal opportunity employment policy, please visit http://www.siue.edu/eoa or contact the Office of Equal Opportunity, Access and Title IX Coordination, Rendleman Hall, Box 1025, Edwardsville, IL, 62026-1025.

1.5 Job Abandonment
Approved May 14, 2014
Any employee who is absent without approved leave for three or more scheduled consecutive working days and/or has not contacted his/her immediate supervisor, and/or is unreachable by phone may be deemed to have resigned from or abandoned his/her job and is ineligible for future employment.

1.6 Nepotism
Approved May 14, 2014
No employee of SIUE shall make a final personnel determination on any matter related to the University employment of a spouse, same sex domestic partner, civil union partner or relative within the third degree of consanguinity (kinship) to said employee. For the purposes of this policy, such relatives include: spouse, same sex domestic partner, civil union partner, parents, grandparents, children, grandchildren, aunts, uncles, brothers, sisters, nieces, nephews, or any relative by marriage comparable to the above listed relationships.

1.7 Pre-Employment Background Checks
Approved February 22, 2012
Effective April 1, 2012, all applicants are subject to background investigations prior to an official offer of employment.

In addition, applicants for safety sensitive positions are subject to a pre-employment drug and alcohol test. Safety sensitive positions are positions that have responsibilities including but not limited to:
  1. Working with minors or individuals with diminished mental capacity;
  2. Providing for the safety of students, faculty and staff;
  3. Regular access to controlled substances;
  4. Control of University financial resources.

Applicants are required to fill out and sign a consent form authorizing the release of any information relative to the existence or nonexistence of any criminal record which might exist. This does not include a final judgment which has been sealed, impounded, or expunged. If any applicant refuses to sign the form, he/she will automatically be ineligible for consideration for that particular position.

If an applicant has a conviction that meets or exceeds the pre-established threshold of concern, the Office of Human Resources will make all decisions regarding employment eligibility. The Office of Human Resources will determine an applicant’s suitability for the position based on the following:
  1. Nature of the crime, the relationship between the criminal conduct of the applicant and the job responsibilities;
  2. Any aggravating or mitigating factors;
  3. Number of offenses and circumstances of each;
  4. Age of the applicant at the time the crime was committed and the year of the crime, and the rehabilitation record of the applicant.

If a conviction for a violent crime such as assault with a deadly weapon, rape, sexual assault, murder, crimes committed against children, violence in the workplace, armed robbery, and/or other violent crimes is revealed, this will most likely make this applicant ineligible for consideration. Convictions such as these may be seen as posing an unnecessary and unacceptable risk to the safety of our campus community.

Depending on the circumstances, the Office of Human Resources reserves the right to ask the applicant to provide additional details regarding his/her conviction(s) and to consult with University Legal Counsel and the appropriate Dean.

When appropriate the Office of Human Resources may confer or seek counsel from other appropriate University personnel including University Legal Counsel. If the criminal record does not reflect convictions for those offenses that according to state or federal law preclude employment at SIUE, the Office of Human Resources will determine employment eligibility.

If the criminal record contains convictions for those offenses that according to the state or federal law preclude employment at SIUE, the applicant will be informed of the discovery and his/her rights of appeal will be explained to him/her. The applicant will be provided a copy of the reporting agency’s record, a letter from the Office of Human Resources, and a copy of the Fair Credit and Reporting Act.

If it is discovered that the applicant falsified or omitted facts during the application process, or failed to truthfully answer questions on the waiver form, his/her candidacy will be terminated. The applicant will be informed of the discovery and his/her rights of appeal will be explained to him/her.

If the applicant is hired as an employee, no record of the criminal background check will remain in his/her file unless state or federal licensing requires maintenance of such a record. If the applicant is denied employment then a copy of the background report will be maintained in the Offices of Human Resources for 36 months or until legal counsel determines a record is no longer needed.

All criminal background results are considered part of the application process and these results are only released to the Director of Human Resources and/or a designee, or other necessary parties as discussed above.

1.8 Separation of Employment
Approved May 14, 2014
Employees are expected to submit a written resignation to their supervisor before the effective date of resignation.

Any employee who does not give sufficient and/or agreed upon notice may forfeit future employment opportunities. An employee may elect to resign pending disciplinary action.

1.9 Statement of Economic Interest
Employees in certain positions are required to complete the Statement of Economic Interest Form required annually by the State of Illinois.

For additional information and guidelines for the Statement of Economic Interest, please visit http://ethics.siu.edu/econintabout.html?submenuheader=2.

CHAPTER 2 EMPLOYMENT RIGHTS AND RESPONSIBILITIES

2.1 Acceptance of Gifts or Gratuities by Employees
Approved March 23, 1999
Approved and Revised May 12, 2011
The University prohibits employees from accepting certain gifts or gratuities from individuals and companies with whom the University contracts under the guidelines of the State of Illinois Ethics Act. For additional information please visit the ethics website at http://ethics.siu.edu/.

2.2 Assistance to Employees Affected by Layoff or Reduction in Force
Approved May 14, 2014
Employees affected by layoff or reduction in workforce shall contact the Office of Human Resources immediately to coordinate benefits and explore other employment options within the University relative to the qualifications of said employees.

2.3 Conflict of Interest in Government Sponsored Research at SIUE
The Government and institutions of higher education, as the contracting parties, have an obligation to see that adequate standards and procedures are developed and applied to inform one another of their respective requirements, and to assure that participating individuals are informed of and apply said standards and procedures.

For the complete policy governing externally sponsored research at SIUE, please visit http://www.siue.edu/orp/researchpolicies/sponsored.shtml.

2.4 Drug and Alcohol Policy
Approved June 30, 2004
Approved and Revised November 10, 2010
Approved and Revised May 2, 2012
The University is committed to maintaining a drug free workplace in compliance with applicable state and federal laws. The unlawful possession, use, distribution, dispensation, sale or manufacture of controlled substances is prohibited on University property.

For additional information regarding SIUE’s Drug and Alcohol policy, please visit SIUE’s Drug Free Workplace Policy at http://www.siue.edu/orp/researchpolicies/drugs.shtml.

Employees may obtain information and referral services regarding drug and alcohol abuse from the Employee Assistance Program at http://www.siue.edu/humanresources/benefits/employee_assistance.shtml.

2.5 Electronic Communication (e-mail) and Internet Use
For information regarding Information Technology Policies, please visit http://www.siue.edu/its/policies/index.shtml.

2.6 Employee Conduct
Approved May 14, 2014
Employees shall perform their work efficiently and effectively acting with prudence and integrity at all times. They shall abide by all policies of the University and of the Board of Trustees. Employees shall not engage in outside activities which conflict with required working hours, job performance or University obligations and responsibilities. Employees shall treat fellow employees, students and the general public with courtesy and respect for human dignity.

2.7 Ethics
As a condition of employment, all employees are required to comply with the State Officials and Employees Ethics Act, 5 ILCS 430/ et seq. The State Officials and Employees Ethics Act covers but is not limited to:

Restrictions on accepting gifts or Gift Ban;
Political activities during work;
Lobbyist activity and service on boards and commissions;
Employment by outside vendors of ex-State employees who were formally involved in procurement decisions;
Whistleblower Protection;
Communication on procurement activities.

The law requires that each employee complete, at least annually, ethics training conducted by the University. For a description of the Act’s requirements, please visit http://www.siue.edu/humanresources/ethics.shtml. Employees seeking further information may contact the SIUE Ethics Officer at (618) 650-2190.

2.8 Fitness for Duty
Approved May 14, 2014
The University reserves the right to refer an employee for a medical evaluation or examination by a physician of the University‑s choice for the purpose of determining that person‑s physical or mental fitness to carry out his or her duties. The Director of Human Resources will approve a referral for a Fitness For Duty examination after consultation with Legal Counsel and the Office of Equal Opportunity, Access and Title IX Coordination. The University will assume the costs of the examination and will advise the physician that the employee has no responsibility for the costs. Employees will not suffer a loss in their regular compensation due to absence for such examinations during their regularly scheduled work hours. If the employee disagrees with the results of the examination, the employee shall have the right to seek additional medical opinions at his/her expense.

2.9 Inclement Weather and Other Special Conditions
Approved February 1982
Approved and Revised November 14, 2008
Approved and Revised October 20, 2010
The general policy of the University is to remain open for programs and operations as scheduled. In the event of emergency closure, due to weather or other special conditions, arrangements for pay or time off will be determined in accordance with respective employment contracts and University policies including the University’s Inclement Weather and Other Special Conditions Policy.

Since safe transportation to and from the campus depends on many factors, such as distance, specific road conditions in home areas, etc., individuals are urged to exercise discretion and sound judgment with regard to travel.

When extreme conditions are judged to exist, all or parts of the campuses of the University may be closed for a specified period of time. Announcements regarding the closure or delayed opening of all or parts of the University will be made on local radio and television stations. Employees may also receive text messages, or may check the SIUE website or work voice mail for information relevant to a University closure.  Every attempt will be made to make a decision by 5:00 a.m. regarding closure.

For the complete Inclement Weather Policy and Other Special Conditions, please visit http://www.siue.edu/policies/2c1.shtml.

2.10 Personnel Records
Approved May 14, 2014
Official personnel files are maintained by the Office of Human Resources. The employee’s supervisor may maintain a file containing materials related to the employee’s work performance. The employee and/or the employee’s designated union representative, if authorized in writing by the employee, shall have the right to inspect the employee’s official personnel file. Reasonable requests for copying materials in the official personnel file will be honored. The University complies with the Personnel Record Review Act 820 ILCS 40/ et seq.

Click here to download the Request for Disclocure of Public Records Form.


2.11 Rules and Regulations
Approved May 14, 2014
The Office of Human Resources will discuss revisions and recommendations regarding rules and regulations with the Human Resources Advisory Group which is composed of a representative of each Vice Chancellor’s area. The Policy Review Panel of the University Staff Senate (USS), the Welfare Council of the Faculty Senate, appropriate Vice Chancellor or individual employees may consult with the Director, Office of Human Resources regarding rules and regulations for consideration. Final revisions and recommendations will be submitted to Chancellor’s Council for review.

2.12 Sexual Harassment
The University is committed to creating and maintaining a community free of all forms of harassment, exploitation or intimidation. It is the policy of this University that sexual harassment in any form will not be tolerated. All employees are responsible for taking reasonable and necessary action to prevent sexual harassment. The University will take whatever action is needed to prevent, stop, correct, or discipline an employee for conduct that violates the Sexual Harassment Policy. All members of the University community are encouraged to promptly report any conduct that may violate this policy.

For more information concerning SIUE’s Sexual Harassment Policy, please visit http://www.siue.edu/eoa or contact the Office of Equal Opportunity, Access and Title IX Coordination, Rendleman Hall, Box 1025, Edwardsville, IL 62026-1025.

2.13 Smoking Policy
Approved May 12, 2011
Approved and Revised February 19, 2014
Approved and Revised June 15, 2015
For information on the University's Smoking Policy, please visit http://www.siue.edu/policies/6a2.shtml.

2.14 Solicitation and Distribution
Approved February 1982
Approved and Revised May 14, 2014
Recognized University groups may solicit funds, membership or other activities. Recognized groups include all University departments and recognized student groups associated directly with the University and engaged in official University business with University participants. The solicitation, collections, distributions, benefit request, sales activities or other similar actions by any other group is not allowed in order to prevent interruption and interference in work activity for personal monetary gain. No person, group of persons, or organization will be permitted to solicit funds, solicit membership or engage in union activities on University premises during the normal working hours of the particular work location, except in the settlement of grievances. No permission to solicit will be granted outside the terms of the official solicitation policy of the Board of Trustees.

For additional information regarding solicitation and distribution, please visit http://bot.siu.edu/leg/policies.html.

2.15 Telephone Use
Approved September 4, 1998
Approved and Revised May 14, 2014
University phones are provided to employees for University-related business.

Personal calls shall be limited in time and number and shall not interfere with work. Personal calls whether on a University provided phone or personal cell phone (including incoming calls) should be limited to a few minutes in any one day. An Employee may be responsible for the costs of longer calls of a personal nature and all personal calls outside the local commuting area. Fiscal officers are responsible for reviewing monthly phone bills to enforce this policy. Employees using a University phone to place calls outside the University should be aware that all calls are tracked by the employee’s access code. Employees are encouraged to safeguard their access codes to avoid misuse.

A network of emergency phones is in operation across campus. A campus map, web accessible at http://www.siue.edu/parking/pdf/Emergency_Phone_Map__1-10-08_.pdf, provides an illustration of the location of all exterior emergency phones.

For more information regarding the use of University phone services please visit http://www.siue.edu/its/network/.

2.16 Weapons Policy
Possession, use or distribution of any firearms, explosives, dangerous chemicals, or other weapons as defined by Illinois law on University premises or at a University function, except as permitted by University policy, shall result in termination of employment. Unauthorized possession or use of weapons or dangerous substances includes but is not limited to:
  1. Firearms
  2. Explosives and/or explosive devices
  3. Weapons described under Illinois Compiled Statues Ch. 720, sections 5/24-1, 5/24-2, and 5/24-6
  4. Pellet guns and B-B guns
  5. Fireworks
  6. Dangerous chemicals or fuels

For more information on the Weapons Policy, please visit the SIUE workplace violence policies and procedures website at http://www.siue.edu/policies/2c6.shtml.

CHAPTER 3 EMPLOYMENT SAFETY

3.1 Pets in Workplace
Approved September 29, 1969
Approved and Revised May 14, 2014
For more information concerning SIUE's policy on pets and animals policy, please visit http://www.siue.edu/policies/6f1.shtml.

3.2 Video Surveillance
Approved April 24, 2013
The University has established a public safety strategy that incorporates the judicious use of video surveillance technology in public spaces. Such technologies will be used to meet the University’s desire to protect persons and property, while avoiding unnecessary intrusions upon academic freedom or individual civil liberties including privacy, freedom of expression and freedom of assembly.

For additional information on the Campus Safety and Security Video Surveillance and Monitoring Policy, please visit http://www.siue.edu/policies/6f3.shtml.

3.3 Workers’ Compensation
Approved February 22, 2012
An employee who suffers an injury or illness during the performance of work must report the injury to his/her supervisor and to the Benefits Department. The employee and other necessary personnel must complete the following forms available on the Office of Human Resources website at http://www.siue.edu/humanresources/index.shtml:
  1. Initial Workers' Compensation Medical Report
  2. Supervisor's Report of Injury or Illness
  3. Information Release Authorization
  4. Workers' Compensation Witness Report
  5. Demands of the Job

The above forms are to be completed and submitted to SIUE, Office of Human Resources - Benefits Services, Campus Box 1040, Edwardsville, IL 62026. Employees should request that all medical providers send bills directly to this address. Failure to comply with these procedures may result in a denial of a work-related claim.

Employees receiving workers compensation benefits for a work-related injury or illness at the University may not work elsewhere except when outside employment has been approved by the Director, Office of Human Resources. Requests for approval for outside employment need to be submitted in writing to the Director, Office of Human Resources.

For additional information on workers‑ compensation, please visit http://www.siue.edu/humanresources/benefits/workers_comp.shtml.

3.4 Workplace Safety
Employees are expected to comply with applicable regulatory requirements and promote health and safety in their area of influence. Environmental health and safety standards, safety procedures and compliance information can be obtained from the Emergency Management and Safety department. Employees may also request that an ergonomic assessment of their workstation is performed to ensure they have a safe working environment.

For additional information regarding workplace safety, regulatory standards and procedures, please visit http://www.siue.edu/emergencymanagement.

3.5 Workplace Violence
Approved May 14, 2014
The University's Campus Violence Prevention Committee and a Threat Assessment Team establish violence prevention measures, support systems, resources and strategies through the integration of University policies and procedures regarding violence and threatening behavior, and the prohibition of violence.

For additional information on workplace violence, please visit http://www.siue.edu/policies/2c6.shtml.

CHAPTER 4 COMPENSATION PROCEDURES

4.1 Direct Deposit
Approved May 14, 2014
Southern Illinois University Edwardsville offers direct deposit for employees, student workers and graduate assistants. All employees are encouraged to take advantage of direct deposit by completing the Direct Deposit Authorization Form at http://www.siue.edu/humanresources/payroll.

For more information and FAQ’s, please visit http://www.siue.edu/humanresources/faq.shtml#payroll.

4.2 Hours of Work
Approved January 1, 1985
Approved and Revised May 14, 2014
The administrative work week of the University shall start at 12:00 midnight, Sunday. In departments where around-the-clock operations are required, the scheduled work days within the administrative work week will be adjusted to provide for more than the regular five-day operation.

The basic office hours are from 8:00 a.m. to 4:30 p.m., Monday through Friday.

4.3 Pay Dates
Approved May 14, 2014The University has scheduled pay dates for employees. Faculty are generally paid semi-monthly on the 16th and last business day of the month.For a schedule of current year pay dates, please visit http://www.siue.edu/humanresources/payroll.

4.4 Safe Harbor
Approved December 14, 2016
If an employee believes that their wages have been subject to any improper deductions or that pay does not accurately reflect all hours worked, the employee should promptly report concerns to their immediate supervisor.  If a supervisor is unavailable or if an employee believes it would be inappropriate to contact his/her supervisor (or if the employee has not received a prompt and fully acceptable reply from their supervisor within three business days), the employee should immediately contact the Payroll Department. If the employee has not received a satisfactory response within five business days after reporting their concern to the Payroll Department, the employee may contact the Director, Office of Human Resources.

Every report will be fully investigated and corrective action will be taken.  The University will not allow any form of retaliation against individuals who report alleged violations of this policy or who cooperate in the University’s investigation of such reports.


4.5 Salary Deferral
Approved May 14, 2014
Employees who work less than a full 12-month employment contract may elect to participate in salary deferral. Salary deferral is a process that defers a portion of salary during a contract period and pays the deferred compensation during the break period. An employee may elect to receive compensation over a twelve (12) month period (paid over 24 semimonthly payrolls) instead of the contract employment period (9, 10, or 11 months). In compliance with IRS code the defer pay election must be made and received by Payroll before the employee starts working.

For more information on salary deferral, please visit http://www.siue.edu/humanresources/payroll.

4.6 Wage Assignments, Garnishments, and Child Support
Approved May 14, 2014
The Payroll Department may receive court orders for garnishments, bankruptcy withholdings, and/or child support. A garnishment is an order that directs the University to withhold money from an employee’s paycheck and to forward that money to the court or garnishing agency for payment of a debt owed. SIUE must comply with all court orders and withhold the appropriate deduction from an employee’s pay. The amount typically required for withholding is 25% of gross earnings less deductions required by law.

If an order of withholding is issued by a court of law, the employee will receive a notice from the agency or court that wages will soon be garnished. When Payroll receives such an order, it will contact the employee and inform him/her of the upcoming deduction. The employee will see the deduction amount withheld on his/her pay stub. If an employee has a concern with a withholding, he/she should discuss the issue with the agency or the court. Payroll may not stop an order and must comply with the law by withholding the required amount.

Garnishments that may appear as payroll deductions may include but are not limited to:
  1. Child support and support in arrears;
  2. Spousal support and support in arrears;
  3. Chapter 13 Bankruptcy;
  4. Credit Garnishments;
  5. Tax Levies;
  6. Defaulted Student Loans.
In some cases employees may agree to a voluntary payroll withholding to satisfy a debt owed to the Internal Revenue Service or for state or federal taxes. Employees will need to provide information and authorize Payroll to establish a voluntary payroll withholding when this is necessary. Only federal and state taxes and state agencies are accepted by the University for Voluntary Payroll Withholdings. SIUE is unable to honor any employee requests for voluntary wage assignments for other purposes.

The State Collection Act of 1986 requires State of Illinois agencies to submit names of debtors to the Comptroller’s Offset System when a debt becomes past due. Once a name is received, the Illinois Comptroller Offset System adds that name to an Offset list and directs a state employer to withhold certain amounts in order to satisfy an outstanding debt to the affected State of Illinois agency. If an employee owes an unpaid or past due debt to any state agency, he/she may appear on the Comptroller’s Offset System list. Wages may be garnished to recover funds owed to the state agency. In the event of such an occurrence, the employee will receive a notice from the agency that the debt was turned over to the Offset System. When Payroll is notified that an existing employee is on the Offset list, it will contact the employee and inform him/her of the upcoming deduction. The employee will see the deduction amount withheld on his/her pay stub. Under Illinois law, SIUE is a state agency employer and is thereby required to comply with the Offset System by deducting a set amount from all payrolls and all affected employees, student workers, and graduate assistants in order to repay the State of Illinois. The amount withheld is remitted to the Illinois Bureau which applies the payment to the debt. If an employee believes this offset is in error, he/she should contact the Illinois Comptroller’s Office. Please be advised that the University has no authority to remove an employee’s name from the offset list, nor may the University contact the Comptroller on behalf of an employee to discuss the debt. There may be other repayment options available to an employee through the state agency to which the debt is owed. Such information can be provided by the Illinois Comptroller’s office.

CHAPTER 5 REWARDS AND BENEFITS

5.1 Benefit Accrual and Change in Status
Approved March 23, 1999
Approved and Revised May 14, 2014
Employees transferred into or out of a faculty position will accrue benefits at the standard rate established for the new appointment and will not be entitled to any excess benefit. In the event that an employee may lose an excess benefit due to a change in status or due to assuming a new position, the employee must use the excess benefit prior to the change in status or prior to assuming the new position. Exceptions may be made for positions reclassified due to compliance with regulatory obligations.

5.2 Bereavement Leave
Approved March 23, 1999
Approved and Revised May 14, 2014
Approved and Revised December 14, 2016
Bereavement leave is for employees to attend the funeral of a member of their immediate family or household as determined by their employment classification. The immediate family is defined as spouse, same sex domestic partner as recognized by the State of Illinois, civil union partner, child, parent, brother, sister, grandparent, grandchild and corresponding in-laws. Employees should refer to Temporary Leave With Pay policy regarding paid leave of absence for bereavement.

In accordance with the Child Bereavement Leave Act, as amended, employees who suffer the loss of a child are eligible for up to ten (10) days of bereavement leave within 60 days after notice of the death of a child.  Employees who suffer the loss of two or more children in a twelve (12) month period are entitled to up to six (6) weeks of bereavement leave during this twelve month.   Bereavement leave can be taken to attend the funeral or alternative to a funeral of a child, to make arrangements as necessitated by the deal of the child or to grieve the death of a child. This period of bereavement leave is inclusive of Temporary Leave With Pay allowed for funeral leave.

Child Bereavement Leave may be paid or unpaid depending on the employee’s available sick, vacation and Temporary Leave With Pay balances. 

Leave beyond specified amounts based on an employee's classification may be approved under special circumstances but shall be charged against accrued sick leave or vacation, as appropriate, by the Office of Human Resources in consultation with the employee’s immediate supervisor. In the event the employee is without sufficient accrued leave time, a leave of absence without pay may be granted.


5.3 Blood or Blood Platelet Donor Leave
Approved May 13, 2015
Status employees, who have been employed for six months or more, may be granted paid leave time for the purpose of donating blood or blood platelets. Blood or blood platelet donor leave is provided for under State of Illinois Compiled Statutes 5 ILCS 327- Organ Donor Leave Act.

Employees are eligible to take leave as follows:
       Up to one hour to donate blood
       Up to 1.5 hours to donate double red cells
       Up to 2 hours to donate blood platelets

The frequency of the blood donation times shall be set by rule in accordance with appropriate medical standards established by the American Red Cross, America's Blood Centers, the American Association of Blood Banks, or other nationally-recognized standards.

Supervisory approval is required prior to blood or blood platelets donation. Leave time for blood or blood platelets donation should be arranged at a time that is workable for both the employee and the department. If requested by the supervisor, the employee must provide documentation of the donation from the appropriate medical organization.

Employees are requested to provide as much advance notice as possible regarding need for leave. Employees are not required to use accumulated sick or vacation leave time before being eligible for Blood or Blood Platelet Donor Leave.

Acknowledgements:  The following resources and agencies were utilized in the development of this policy: Western Illinois University, Blood and Organ Donor Leave Policy; University of Illinois-Champaign, Blood or Blood Platelet Donor Leave Policy

Blood or blood platelet donor leave is provided for under State of Illinois Act (820 ILCS 149/1) Employee Blood Donation Leave Act.

5.4 Bone Marrow and Organ Donation Leave
Approved May 13, 2015
Status employees, who have been employed for six months or more, may be granted paid leave time for the purpose of donating bone marrow or organ(s). Bone marrow and organ donor leave is provided for under State of Illinois Compiled Statutes 5 ILCS 327- Organ Donor Leave Act.

An employee may use up to 30 days of organ donation leave in any 12-month period to serve as a bone marrow donor and up to 30 days of organ donation leave in any 12-month period to serve as an organ donor.

Employees must provide supporting documentation for need of leave and obtain prior approval from the Office of Human Resources. Employees are requested to provide as much advance notice as possible regarding need of leave.

Employees are not required to use accumulated sick or vacation leave time before being eligible for Organ Donor Leave.

Acknowledgements:  The following resources and agencies were utilized in the development of this policy: Western Illinois University, Blood and Organ Donor Leave Policy; University of Illinois-Champaign, Organ or Bone Marrow Donor Leave Policy

Organ or bone marrow donor leave is provided for under State of Illinois Compiled Statutes 5 ILCS 327 - Organ Donor Leave Act

5.5 Change in Marital Status
Approved May 14, 2014
Employees are responsible for notifying the Office of Human Resources of a change in marital status, domestic partner status or civil union partner status so that beneficiaries and benefits can be updated. Changes in insurance must be done within 60 days of the change in family status in order to comply with the State of Illinois Central Management Services. Employees may need to change beneficiaries directly with some vendors, such as the Supplemental Retirement Plan (403B) investment provider.

To add a spouse, same sex domestic partner or civil union partner to insurance coverage, a copy of the marriage or civil union certificate or other official documentation must be provided to the Office of Human Resources and the employee must complete a change in insurance form. If adding children/step-children, additional insurance forms must be completed and a copy of the child’s/children’s birth certificate(s) is/are required. The Benefits Department can assist an employee upon request.

Employees who have spouses, same sex domestic partners, or civil union partners and dependents covered under a University benefits plan, including tuition waivers, must notify the Benefits Department in the Office of Human Resources at the time of dissolution of the marital relationship, same sex domestic partnership or civil union partnership.

A divorce decree is required in order to remove a former spouse from a benefits plan. A former spouse should be removed from the benefits plan(s) as soon as possible to ensure refund of premiums. Failure to do so may be considered insurance fraud.

5.6 Civil Air Patrol Leave
Approved by Chancellor's Council: April 19, 2017

Eligible employees who are members of the of the United States Air Force civilian auxiliary (Civil Air Patrol) and who are performing a Civil Air Patrol mission are eligible for up to 30 days of unpaid leave of absence to perform a Civil Air Patrol mission.

To be eligible for this leave, employees must be employed at least 12 months and have worked for at least 1,250 hours during the 12-month period immediately preceding the start of this leave. The employee must also provide certification from the proper Civil Air Patrol authority to verify the employee's eligibility for the Civil Air Patrol Leave requested.

The employee must provide at least 14 days’ notice of the date that the Civil Air Patrol missions will commence if the leave will consist of 5 or more consecutive work days. When able, the employee shall consult with the employer to schedule the leave so as not to unduly disrupt the operations of the employer. Employees taking Civil Air Patrol Leave for fewer than 5 consecutive days shall give the University advanced notice as is practical and at least within 24 hours from receipt of leave orders.

Employees have the option to take Civil Air Patrol Leave with or without pay. To remain in pay status, employees must use accrued vacation leave in accordance with University policy.

Employees who plan to take Civil Air Patrol Leave without pay will need to contact Benefits staff in Human Resources to discuss details about continuation of insurance coverage and any premium payments due while they are in non-pay status.

An employee returning from Civil Air Patrol Leave will be restored to the position held by the employee when the leave commenced or to a position with equivalent seniority status, employee benefits, pay, and other terms and conditions of employment.

(820 ILCS 148/) Civil Air Patrol Leave Act

Reference http://www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=2991&ChapterID=68


5.7 Civil Union Benefits
Civil Union partners (same sex and opposite sex) and their dependents are eligible for insurance benefits. Employees who seek to apply for the Civil Union Benefit Program must obtain a Civil Union Partnership Certificate in Illinois and submit it to the Office of Human Resources within 60-days. This information will be kept confidential insofar as the law allows.

Additional information regarding benefit coverage for civil union partners can be found at http://www.siue.edu/humanresources/benefits/civil_union.shtml.

5.8 Continuation of Insurance Coverage (COBRA)
Approved March 23, 1999
Approved and Revised May 14, 2014
COBRA, (Consolidated Omnibus Budget Reconciliation Act) allows for the temporary extension of health benefits coverage to eligible covered members and their eligible dependents when coverage has ended due to a qualifying event.

A former employee or Qualified Beneficiary must notify a Benefits Counselor within 60 days of the date of the event or the date on which coverage would end, whichever is earlier. If COBRA continuation of coverage is elected, coverage is reinstated retroactive to 12:01 a.m., the date following termination of coverage. Failure to notify within 60 days will result in disqualification of COBRA continuation coverage.

Covered employees and their dependents must be enrolled in the group health plan the day before the qualifying event occurs. The following individuals may be eligible:
  1. Employees
  2. Annuitants
  3. Survivors previously receiving an annuity
  4. Spouse
  5. Same sex domestic partner
  6. Civil union partner
  7. Dependent children
  8. Child born to or placed for adoption with the covered employee during a period of COBRA

Employees are responsible for the premiums if coverage is continued. For University employees, COBRA applies to the State health, dental, and vision coverage. Continuation for COBRA qualified dependents shall be identical to the employee‑s coverage at the time coverage was lost. Covered dependents retain COBRA eligibility rights even if the employee chooses not to enroll in COBRA. Employees who have opted out of health, dental and vision insurance coverage and their dependents are not eligible to participate in COBRA.

For additional information regarding COBRA benefits, please visit http://www.siue.edu/humanresources/benefits/cobra.shtml.

5.9 Dental Insurance
The State of Illinois' dental insurance plan is available to both Southern Illinois University Edwardsville employees and their dependents who are eligible to receive benefits and who are enrolled in one of the health insurance plans. To be eligible to receive state benefits, employees must participate in and contribute to the State Universities Retirement System.

Employees may choose coverage for themselves only or may also include eligible dependents. Employees have the option to participate in the Quality Care Dental Plan (QCDP) or they may elect not to participate. If an employee chooses not to participate, any enrolled dependents will also not have dental coverage.

For additional information regarding dental plan benefits, contacts, and/or claim information, please visit http://www.siue.edu/humanresources/benefits/overview-eligibility.shtml.

5.10 Disaster Service Volunteer Leave
Approved by Chancellor's Council: April 19, 2017

University employees may be eligible for leave with pay for up to 20 working days in a 12-month period to participate in specialized state disaster relief services for a level III or above disaster at the request of the Red Cross or Illinois Emergency Management Agency (IEMA). Eligible employees must be a certified disaster service volunteer of the American Red Cross or IEMA, provide certification of their volunteer status, provide documentation of the request and obtain the approval of their department based on operational needs.

Employee benefits shall be continued by the University while employees are on this paid leave. Hourly employees are paid at the regular rate of pay for their regular scheduled hours. Salaried employees are paid their standard salary amount while on this leave. Holidays do not extend the allowable leave maximum.

Employees who take this leave do so without loss of seniority or pay and with no impact on any leave accruals.

The Disaster Service Volunteer Leave Act states that, "Leave under this act shall not be unreasonably denied for services related to a disaster within the United States or its territories."

(5 ILCS 335/) Disaster Service Volunteer Leave Act

Reference: http://www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=113&ChapterID=2

Acknowledgements: The University acknowledges and credits the following universities in the development of this policy: Illinois State University Policy 3.1.11 Leave of Absence, University of Illinois Urbana-Champaign, Time Off and Leave policy.


5.11 Domestic Partner Benefits
Approved May 14, 2014
The University extended recognition of any domestic partnership which meets the eligibility criteria and offers certain benefits to same sex domestic partners of Southern Illinois University Edwardsville employees.

Effective June 1, 2011, the domestic partner dependent category is no longer available. Dependents currently enrolled in this category will continue to have coverage as long as they remain eligible and premiums are paid.

5.12 Election Judge Leave
Approved by Chancellor’s Council: April 19, 2017

The Illinois Election Code grants eligible employees unpaid leave time for the purpose of serving as an election judge within the State of Illinois. An employee may elect to use vacation time during this leave in order to remain in pay status.

Any person who is appointed as an election judge under Section 13-1 or 13-2 of the Illinois Election Code may be eligible to request this leave, providing proof of the appointment.

An employee must provide his/her supervisor or department with written request for this leave at least 20 days in advance. The length of leave that is granted is dependent upon the election judge appointment.

Employees who plan to take Election Judge Leave without pay may need to contact Benefits staff in Human Resources to discuss details about continuation of insurance coverage and any premium payments due while they are in non-pay status.

(10 ILCS 5/) Election Code

Reference: http://www.ilga.gov/legislation/ilcs/ilcs4.asp?ActID=170&ChapterID=3&SeqStart=50700000&SeqEnd=52800000


5.13 Employee Assistance Program
Approved May 14, 2014
The Employee Assistance Program (EAP) is a free, voluntary and confidential counseling program for active employees and their eligible dependents participating in the State Employees Group Insurance Program. It is also available to full-time and part-time (50% or greater) employees who have elected not to participate in the State Employees Group Insurance Program. Employees will be directed to counseling services outside the University to assist them with anger management, anxiety, conflict at work or home, domestic violence, elder-care issues, family/parenting issues, feelings of worry or the blues, financial concerns, grief/loss, pre- and post-natal concerns, problems with alcohol or drugs or stress. All calls and counseling sessions are confidential, except as required by law. No information will be disclosed unless written consent is given by the employee.

For additional information on the Employee Assistance Program, please visit http://www.siue.edu/humanresources/benefits/employee_assistance.shtml.

5.14 Family Medical Leave Act (FMLA)
Approved March 23, 1999
Approved and Revised May 14, 2014
Employees are eligible for family and medical leave in accordance with the Family and Medical Leave Act of 1993 as amended. To be eligible for family and medical leave, an employee must have worked at SIUE for at least 12 months or one academic year. The employee must also have worked at least 1,250 hours during the preceding rolling 12-month period. With appropriate eligibility, documentation, and notification, family and medical leave of up to 12 work weeks once every 12 months is available in the event of:
  1. Birth or placement of a child for adoption or foster care;
  2. To care for an immediate family member (child, spouse, same sex domestic partner, civil union partner or parent) with a serious health condition;
  3. When an employee is unable to perform the functions of his or her position due to a serious health condition;
  4. Because of a qualifying exigency when a family member (child, spouse, same sex domestic partner, civil union partner or parent) is on active duty or called to active duty status in support of a contingency operation as a member of the National Guard or Reserves;
  5. To care for an immediate family member (child, spouse, same sex domestic partner, civil union partner, parent, or next of kin) who is a covered military service member with a serious injury or illness.

Eligible employees may take up to 26 weeks of unpaid leave during one 12-month period for the employee to care for a spouse, same sex domestic partner, civil union partner, child, or parent who is a service member undergoing medical treatment, recuperation or therapy, is on out-patient status or is on the temporarily disabled, retired list for a serious injury or illness. In addition, eligible employees may take up to 12 weeks of unpaid leave during any 12-month period for "any qualifying exigency" when the employee‑s spouse, same sex domestic partner, civil union partner, child or parent is on active duty or is notified of an impending call or order to active duty in the Armed Forces (including the Reserves and National Guard in support of a "contingency operation").

Family and medical leave may be paid or unpaid according to existing paid leave provisions and the employee‑s available paid leave balances. If the purpose of the leave is to care for a sick family member or one‑s own serious health condition, the employee may take the leave intermittently. An employee‑s paid and unpaid leaves will run concurrently with any sick leave and are subject to all applicable rules and regulations of the employee‑s department and the University.

To apply for leave, an employee should contact the Benefits Department to request forms and inquire about any additional information and documentation requirements. The employee may be required to provide advance leave notice and medical certification. Leave may be denied if requirements are not met.

For additional information regarding the Family Medical Leave Act, please visit http://www.siue.edu/humanresources/benefits/leaves/fmla/index.shtml.

The Family and Medical Leave Act (FMLA) of 1993 (29 U.S.C. 2601 et seq.), and as amended in 2009, 2013, and 2015, https://www.dol.gov/general/topic/benefits-leave/fmla


5.15 Flexible Spending Account
The Flexible Spending Account is a program offered by the Illinois Department of Central Management Services (CMS) and is comprised of two assistance plans, the Medical Care Assistance Plan (MCAP) and the Dependent Care Assistance Plan (DCAP). Through these plans, state employees can pay for out-of-pocket medical expenses and/or work-related dependent care expenses during the plan year with tax-free dollars.

For more information regarding flexible spending accounts, please visit http://www2.illinois.gov/cms/Employees/benefits/StateEmployee/Pages/FlexibleSpendingAccounts.aspx.

5.16 Health Insurance
The State of Illinois' health insurance plan is available to both employees and their dependents. Part-time employees may elect to waive health insurance coverage. Full-time employees may elect to opt out of the health, dental, and vision coverage with proof of enrollment in another comprehensive health plan.

There are two types of health care plans available: an indemnity plan called the Quality Care Health Plan (QCHP), and two managed care plans consisting of a Health Management Organization Plan (HMO), and an Open Access Plan (OAP). Plans vary in rates, provisions, and levels of coverage. If a plan selection is not made within the first 10 days of employment, employees are automatically defaulted into the QCHP.

For more information regarding health plan costs, benefits, contacts, and/or claim information, please visit http://www.siue.edu/humanresources/benefits/overview-eligibility.shtml.

5.17 Health Insurance Portability and Accountability Act (HIPAA)
Approved May 14, 2014
The University complies with the Health Insurance Portability and Accountability Act. This includes respecting employees' rights to maintain the privacy of their health information and ensuring appropriate security of all protected health information.

5.18 Holidays and Holiday Pay
Approved February 1982
Approved and Revised March 23, 1999
Approved and Revised May 14, 2014
The University will be closed and all employees will be excused, except in emergencies and for necessary operations, on the following holidays: New Year‑s Day, Memorial Day (as determined by the law of the State of Illinois), Independence Day, Labor Day, Thanksgiving Day, Christmas Day, and five holidays to be designated by the Chancellor before July 1 of each year.

In order for employees to be eligible for benefits, the employee must work or must be in a continuing pay status the scheduled work day preceding and following the holiday, unless absence on either or both of these work days is approved by the departmental fiscal officer and the Director of Human Resources. Continuing pay status is defined as a continuing period of time between the last scheduled work day and the next scheduled work day unbroken by any absence without pay.

In the event that work is required on a University holiday listed above by a faculty member, the employee will receive an alternative day off to be taken upon a mutually-agreed time between the supervisor and employee. Alternative time earned for this purpose should be used within the current fiscal year. Any exception to this must be approved by the Director of Human Resources.

When a holiday falls on a Saturday, the day preceding it will be recognized as a holiday.  When a holiday falls on a Sunday, the day following the holiday will be recognized as a holiday.

Employees who normally work other than a Monday-through-Friday schedule, and who are not scheduled to work on a recognized holiday, will receive, as necessary operations permit, either (1) the scheduled day off nearest the recognized holiday, or (2) an additional day’s pay at the regular rate.

Any other holiday or emergency time off shall be subject to the discretion and approval of the Chancellor.

For a list of the current paid holidays, please visit http://www.siue.edu/misc/holiday-admin-closure-sked.shtml.

5.19 Jury Duty
For information on Jury Duty, refer to Policy On Temporary Leaves With Pay For Faculty, Personnel Policy, SIUE, II-12 in the Faculty Handbook. Please visit the Faculty Handbook at http://www.siue.edu/provost/fhb/temporary_leaves.shtml.

5.20 Life Insurance
The State of Illinois' Basic Term Life insurance is automatically provided to employees eligible to receive state benefits. Full-time and part-time employees receive term life insurance in an amount equal to their annual salary at no cost. Up to $50,000 of this life insurance is tax exempt. Any insurance in excess of $50,000 will be taxed as imputed income in compliance with IRS guidelines. Benefits-eligible employees may also choose to apply for and purchase optional life insurance for themselves and/or their eligible dependents. Spouse, same sex domestic partner, civil union partner, term life and/or child term life insurance coverage is also available.

A supplemental life insurance plan may be purchased for employees. Employees may also apply for spouse, same sex domestic partner, civil union partner and child life insurance. This life insurance is portable so employees have the option of keeping the coverage to age 70 and can convert the policy to a whole life insurance plan.

Accidental death and dismemberment (AD&D) insurance is available to both employees eligible for benefits and their eligible dependents.

For information regarding life insurance enrollment and benefits, contacts, and/or claims, please visit http://www.siue.edu/humanresources/benefits/life_insurance.shtml.

5.21 Long Term Disability Insurance
Long term disability insurance is optional insurance that employees may purchase. The voluntary LTD plan supplements the State Universities Retirement System (SURS) benefits if an employee becomes disabled due to sickness or injury. A preexisting condition limitation is applicable for the first two years of coverage. Employees pay the full cost for long term disability insurance. New employees who are eligible to receive benefits are guaranteed coverage in this plan if they apply within their first 60 days of employment. All other eligible employees can apply for coverage at any time by answering questions about their health. The insurance carrier has the right to approve or reject any such request for coverage.

LTD benefits become payable after employees have been continuously disabled through the elimination period, which is the greater of 90 days or the expiration of sick leave following accidental injury, sickness or pregnancy. Benefits under the plan are coordinated with any SURS disability payments.

For additional information, please visit http://www.siue.edu/humanresources/benefits/long_term_dis.shtml.

5.22 Medical Leave of Absence
Approved May 14, 2014
A leave of absence without pay may be granted for medical reasons if the leave is justified for health reasons and supported by medical documentation. Employees must have a physician’s release to return to employment.

Unpaid medical leave may begin only after all accumulated sick leave has been used for injury or illness other than a work related injury or illness. Paid and unpaid leaves will run concurrently with any FMLA leave and are subject to all applicable rules and regulations of an employee’s department and the University.

For more information regarding medical leave of absence, please visit http://www.siue.edu/humanresources/benefits/leaves/fmla/index.shtml.

5.23 Military Leave
Employees are entitled to the right of continued employment or reinstatement after performing military service as provided under federal and state law.

For information on Military Leave, refer to Policy On Temporary Leaves With Pay For Faculty, Personnel Policy II-12 in the Faculty Handbook. Please visit the Faculty Handbook at http://www.siue.edu/provost/fhb/

A leave of absence shall be granted to an eligible employee who is a member of any reserve component of the United States Armed Forces or of any reserve component of the Illinois State Militia for any period actively spent in military service, in accordance with State and Federal law. (5 ILCS 325/) Military Leave of Absence Act.


5.24 Retirement-State Universities Retirement System (SURS)
Newly hired faculty and staff with an employment period of four months or more will participate in the State Universities Retirement System (SURS) in lieu of Social Security. A mandatory contribution is deducted on a pre-tax basis from earned income and contributed to SURS. The State of Illinois contributes to the retirement system based on actuarial studies and pertinent law. Contributions to SURS will not be subject to Federal taxes until funds are withdrawn following retirement. Qualified distributions are not taxed by the State of Illinois.

New employees have the choice between three different retirement plans: Traditional, Portable, and Self-Managed. Employees receive information directly from SURS about the three options and have six months from their first day of employment to choose one of the three plans. Employees are initially enrolled in the Traditional Benefit Package and if an election is not submitted within six months, participation in the Traditional Benefit Package will continue. Choosing a plan is an irrevocable, one-time decision that cannot be changed at a later date.

Employees seeking to increase retirement funds may also participate in a 457 plan or the 403b plan. Please see those sections for additional information.

For additional information regarding retirement, please visit http://www.surs.org or http://www.siue.edu/humanresources/benefits/index.shtml.

5.25 Retirement-Supplemental Optional
The University has two optional retirement plans available for interested employees. The Supplemental Retirement Plan (Plan) is a voluntary defined contribution plan designed to have tax-favored status under IRS Code Section 403(b). Employees may choose to make pre-tax contributions and/or after-tax Roth contributions through payroll deduction. Employees may select from a list of approved vendors and direct the investment of their contributions by working with the vendor representative. Investment earnings accumulate on a tax-deferred basis until retirement.

For more information, please visit http://www.siue.edu/humanresources/benefits/retirement/403b.shtml.

The Deferred Compensation Plan is a voluntary plan operated by the State of Illinois and is designed to have tax-favored status under IRS Code Section 457. Employees may choose to make pre-tax contributions through payroll deduction. Employees may select from a list of approved vendors and direct their contribution investments. Investment earnings accumulate on a tax-deferred basis until retirement. There is no employer or state matching with the Plan.

For more information, please visit http://www.state.il.us/cms/2_servicese_ben/defcomp.htm.

Employees may participate in both the Supplemental Retirement Plan and the State of Illinois Deferred Compensation Plan.

5.26 Sick Leave
Approved October 1, 1985
Approved and Revised May 14, 2014
Approved and Revised September 30, 2015
Approved and Revised December 14, 2016
For information on Sick Leave, refer to Policy On Sick Leave Benefits for Faculty, Personnel Policies, SIUE, II-4 in the Faculty Handbook.  Please visit the Faculty Handbook at http://www.siue.edu/provost/fhb/7-15.shtml.

Non accruable sick leave days may be used for the care of the employee’s spouse, a same sex domestic partner, civil union partner as recognized by the State of Illinois, children and members of the immediate family living in their household. Immediate family includes parents, brothers, sisters, grandparents, grandchildren, and corresponding in-laws.  Sick leave may be used for illness and injuries for immediate family members other than those in the households of employees when such leave is approved under the Family Medical Leave Act.

In addition, one half of the employee’s non accruable sick time may be used for absences due to an illness, injury, or medical appointment of the employee’s spouse, same sex domestic partner as recognized by the State of Illinois, civil union partner, children, parents, step-parent, brothers, sisters, grandparents, grandchildren and corresponding in-laws for those not living within the household.


5.27 Temporary Leave to Answer Subpoena
For information on Temporary Leave to Answer Subpoena, Policy on Temporary Leaves With Pay For Faculty, Personnel Policy II-12 in the Faculty Handbook. Please visit the Faculty Handbook at http://www.siue.edu/provost/fhb/temporary_leaves.shtml.

5.28 Temporary Leave Without Pay For Personal, Educational or Developmental Purposes
Tenured faculty members are eligible for leaves of absence without pay for purposes of furthering their education or personal development. For additional information on Temporary Leave Without Pay, please visit Policy Governing Leaves of Absence Without Pay For Personal, Educational or Developmental Purposes, Personnel Policies, SIUE, II 30-31 in the Faculty Handbook at http://www.siue.edu/provost/fhb/7-6.shtml.

5.29 Termination of Employment and Effect on Benefits
Approved May 14, 2014
When an employee terminates his/her employment or retires, he/she or his/her beneficiaries should be aware of the following University guidelines:
  1. Termination
    1. All employees who terminate from the University must return all University property including, but not limited to, laptops, ID cards, credit cards, keys, parking service permits, etc, prior to their last day of work. Before final pay will be issued, employees must also submit any necessary travel reports and/or phone reimbursements, unpaid parking tickets, and any other amounts due the University, prior to their last day of work. Payroll deduction items such as a balance due for parking hang tags and/or payroll overpayment corrections will be withheld from the employee’s final pay if necessary.
    2. Benefit plan coverage ceases at midnight the day of termination. An employee may continue health, dental, and vision coverage for up to a specified period of time through COBRA. State life insurance may be converted to an individual policy.
    3. Contributions to a pre-tax Medical Plan and/or Dependent Care plan will cease upon termination of employment unless an employee completes a MCAP COBRA form prior to termination. If employees elect to continue the MCAP, they are required to continue participation throughout the end of the plan year. Only claims incurred during participation in a MCAP are eligible for reimbursement.
    4. Supplemental Term Life Insurance may be continued under a portability feature. Group Long Term Disability Insurance may be converted to an individual plan.
    5. Employees and dependents receiving tuition waivers may retain the tuition waiver through the end of the semester session but will not receive any further benefit.
  2. Retirement
    1. Final pay amounts must be completed for retiring employees before the information may be sent to the State Universities Retirement System (SURS). This includes retroactive pay increases, overtime pay, adjustments/corrections to pay, and buyouts of vacation and sick time. The final pay determination may be delayed in the event of an annual retroactive pay increase for an employee. The benefits department will communicate with retiring employees to inform them of pay amounts that occur after their last day worked as such an occurrence will affect the retirement filing with SURS.
    2. An employee who achieves 20 or more years of service credit and qualifies for state insurance benefits in retirement, receives fully paid retiree health insurance benefits. Employees with less than 20 years of service credit share in the cost of health insurance premiums based upon years of service credit. The State of Illinois pays 5% of the retiree´s premiums for each year of service up to 20 years.
    3. State Life Insurance will remain the same amount if the retiree is less than 60 years of age. At age 60, the basic life amount is changed to $5,000 plus any optional coverage elected times the basic amount. Retirees may convert the difference in coverage to either a term or whole life individual policy and pay the new premium.
    4. Supplemental Term Life Insurance may be converted to an individual policy with a maximum amount of $10,000. Retirees and their dependents receive tuition waiver benefits only for the SIU system.
  3. Death
    1. In the event of the death of an employee with active employment status, the employee’s department should complete a termination form effective the last day worked. Additional documentation is required prior to the final pay processing. For information, please contact the Office of Human Resources at (618) 650-2190. Payroll will process the final pay amounts in compliance with the law after the appropriate documentation is received.

5.30 Tuition Waivers
Approved March 23, 1999
Approved and Revised May 14, 2014

Faculty employees are able to use tuition waivers within the SIU System. Staff on continuing appointment are eligible for tuition waivers as long as their contract is active and this includes being on leave for summer break. Staff on term appointment are eligible for tuition waivers during their term appointment, provided the class is completed by the end of the term contract.

To use the tuition waiver benefit, employees:

  • employment date must be before the first day of classes for the term for which the tuition waiver is requested. 
  • enroll and meet the academic requirements of the university.
  • who work part-time, receive a tuition waiver pro-rated to their appointment.  If they work an 80% appointment, they receive an 80% waiver.
  • who take classes during working hours must have the approval of their supervisor before enrolling in class.
  • may not receive a waiver for Medical, Law, Aviation, Pharmacy, or any other professional programs.
  • will pay all applicable fees, as fees are not included.
  • represented by a collective bargaining agreement, should refer to their appropriate union contract for additional information.
  • will be responsible for taxes due on graduate level class waivers in excess of the limit set by the IRS in the SIUE Educational Assistance Plan.
For additional information and forms for employees, dependents, retirees, and others, please visit http://www.siue.edu/humanresources/benefits/tuition_waiver.shtml.

5.31 Vacation
Approved February 1982
Approved and Revised March 23, 1999
Approved and Revised May 14, 2011
For information on Vacation, refer to Faculty Vacation Benefits Policy, Personnel Policies, SIUE, II-1 in the Faculty Handbook at http://www.siue.edu/provost/fhb/7-18.shtml. Guidelines regarding vacation are also covered in Vacation Policy Guidelines, Personnel Policies, SIUE, II 2-3 in the Faculty Handbook at http://www.siue.edu/provost/fhb/7-19.shtml

Additional information regarding vacation leave for faculty is available at http://www.siue.edu/humanresources/benefits/leaves/index.shtml.

The following vacation polices are applicable to all employees:
  1. Vacation accrual balances are limited to two years of accrued and unused vacation leave time. Employees will continue to accrue vacation if they have reached the amount of vacation they could accrue in a two-year period at their current rate of accrual up to June 30 of each year. Vacation records are reviewed on June 30 of each year to ensure that employees do not exceed this limitation. Excess vacation leave time beyond the two year accrual shall not be carried forward beyond June 30 and cannot be used.
  2. Vacation time will continue to accrue while an employee is using paid vacation leave. However, vacation leave is not accrued during periods of leave without pay or other non-pay status.
  3. Holidays recognized by the University are not included in vacation leave.
  4. Vacation leave must be scheduled in advance with an employee’s department and will be at the discretion of the supervisor depending upon the operational needs of the department. However, at their discretion, supervisors may allow employees to use vacation time without advance notice.
  5. University employees who transfer from one position to another within the University will carry forward their accrued and unused vacation balances within the approved limits.
  6. Employees who terminate their employment will be paid a lump sum of all applicable accrued and unused vacation leave within the approved limits. In the event of death, such payment will be payable to the estate of the deceased employee.
  7. Employees who are scheduled for vacation during University closure due to inclement weather or other emergency situations must use vacation during the closure period.

5.32 Victims' Economic Security and Safety Act (VESSA)

Approved and Revised December 14, 2016
The Victims' Economic Security and Safety Act (VESSA) provides an employee who is a victim of domestic or sexual violence, or who has a family or household member (spouse, parent, child and persons jointly residing in same household) who is a victim of such violence, to take up to twelve (12) weeks of leave per any twelve (12) month period to seek medical help, legal assistance, counseling, safety planning, and other assistance. Employees can use vacation or sick leave, if applicable during this leave.  Otherwise, leave is unpaid.

An employee may take VESSA leave to:

  1. Seek medical attention for, or recovery from, physical or psychological injuries caused by domestic or sexual violence to the employee or employee’s family or household member;
  2. Obtain victim services for the employee or employee’s family or household member;
  3. Obtain psychological or other counseling for the employee or the employee’s family or household member;
  4. Participate in safety planning, including temporary or permanent relocation or other actions to increase the safety of the victim from future domestic or sexual violence; or
  5. Seek legal assistance to ensure the health and safety of the victim, including participating in court proceedings related to the violence.

There is no length of service requirement for an employee to take VESSA leave.  VESSA leave may be taken intermittently or on a reduced work schedule.  The employee must provide at least 48 hours’ advance notice of the need to take leave unless it is not practicable to provide such notice.  This leave is granted in accordance with State Law and University procedures.

Employees need to submit documentation that VESSA leave is to be taken for one of the purposes listed above and that the employee or employee’s family or household member is a victim of domestic or sexual violence.  Documentation includes a sworn statement by the employee and one of the following:

  • Documentation from a victim services organization, attorney, member of the clergy or medical or other professional from whom the employee or the employee’s family or household member has sought assistance; or
  • A police or court record: or
  • Other corroborating evidence.

An employee who has been absent for VESSA leave will be restored to the position held by the employee when the leave commenced, or to an equivalent position with equivalent employment benefits, pay, and other terms and conditions of employment. If the University would not otherwise have employed the employee at the time reinstatement is requested, the University may deny restoration to employment (for example, if the employee would have been laid off at the time of return due to an academic break).

Benefits coverage will continue while an employee is on a paid VESSA leave. Employees on paid leave will continue to have the employee-paid portion of their insurance contributions deducted from their paycheck.  Employees on unpaid leave will need to pay the employee- paid potion of state and optional insurance benefits directly to the insurance vendor. If employees do not make the required payments, coverage will be terminated by the insurance provider.

Employees should contact SURS directly in order to determine the effect of VESSA leave on State Universities Retirement System (SURS) service time.

If an employee or a dependent is utilizing an approved Tuition Waiver, the waiver will continue while on approved leave. 

For additional information regarding VESSA leave, including application forms and documentation requirements, please contact the Benefits Department or visit http://www.siue.edu/humanresources/forms/index.shtml.

The Victims Economic Security and Safety Act (VESSA), enacted in 2003, and amended in 2009. (820 ILCS 180/) Victims' Economic Security and Safety Act.


5.33 Vision Insurance
Employees and enrolled dependents participating in a state health insurance plan have the same vision coverage regardless of the health plan selected. Co-payments are required.
For additional information regarding the vision plan, please visit http://www.siue.edu/humanresources/benefits/overview-eligibility.shtml.

5.34 Voting Time
Approved March 23, 1999
Approved and Revised May 14, 2014
The University will comply with the obligations of the Illinois Election code, 10 ILCS 5/17-15. Employees will be excused, without pay, to vote in a general election for a period of time not exceeding two (2) hours provided the employees are scheduled to work more than four (4) hours during the hours the polls are open.

Acknowledgements: The University acknowledges and credits the following universities in the development of this document: Oakland University, Owens Community College, St. Francis Xavier University, Southern Illinois University Carbondale, SUNY College of Environmental Science and Forestry, University of South Alabama, University of Illinois Urbana-Champaign, University of Missouri-Kansas City, The University of Texas of the Permian Basin, The University of West Florida

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