Policies & Procedures

Policies for Faculty

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 1991
Approved and Revised March 23, 1999
Approved and Revised May 12, 2011
Approved and Revised April 24, 2013
Approved and Revised December 14, 2016
Approved and Revised January 3, 2023

A leave of up to four work days with pay will be granted for employees to attend the funeral of a member of the immediate family or household. For purposes of funeral leave, the immediate family is defined as spouse, domestic partner as recognized by the State of Illinois, civil union partner, child, parent, brother, sister, grandparent, grandchild, and corresponding in-laws. Household is defined as anyone maintaining a family relationship living in the employee‑s home. Approval will be granted for leave with pay of one (1) work day to attend the funeral of a relative outside the immediate family or household as defined above.

In accordance with the Family Bereavement Leave Act, as amended, employees who suffer the loss of a child are eligible for up to ten (10) work days of bereavement leave within 60 days after notice of the death of a covered family member.  A covered family member includes an employee’s child, stepchild, spouse, domestic partner, siblings, parent, mother-in-law, father-in-law, grandchild, grandparent, or stepparent.  Employees who suffer the loss of two or more covered family members during a twelve (12) month period are entitled to up to six (6) weeks of bereavement leave during this twelve (12) month period. 

Bereavement leave can be taken to attend the funeral or alternative to a funeral of a covered family member, to make arrangements as necessitated by the death of the family member or to grieve the death of a family member.  Unpaid leave may also be granted due to absence from work due to a miscarriage, an unsuccessful round of intrauterine insemination or of an assisted reproductive technology procedure, a failed adoption match or an adoption that Is not finalized because it is contested by another party, a failed surrogacy agreement, a diagnosis that negatively impacts pregnancy or fertility or a stillbirth.  This period of bereavement leave is inclusive of leave with pay allowed for Bereavement Leave. Family Bereavement Leave may be paid or unpaid depending on the employee’s available sick and vacation 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

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 

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.

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. Learn more about COBRA benefits.

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. Learn more about dental plan benefits, contacts, and/or claim information. 

5.10 Disaster Service Volunteer Leave

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

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

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

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. 

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.

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. 

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 automatically default to the QCHP. Learn more about health plan costs, benefits, contacts, and/or claim information.

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 see the Holiday Administration Closure Schedule.

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.

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. 

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.

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.

5.23 Military Leave

See Public Act 100-1101 for information regarding Military Leave.

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 retirement information, please visit SURS or Human Resources.

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 . 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. 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 see the Faculty Handbook.

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 see the Faculty Handbook.

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.

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.

5.31 Vacation

Approved February 1982
Approved and Revised March 23, 1999
Approved and Revised May 14, 2011
Approved and Revised May 31, 2023

For information on Vacation, refer to Faculty Vacation Benefits Policy, Personnel Policies, SIUE, II-1 in the Faculty Handbook. Guidelines regarding vacation are also covered in Vacation Policy Guidelines, Personnel Policies, SIUE, II 2-3 in the Faculty Handbook . 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, except through an establish carryover process, with prior approval.
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. 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.

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. 

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