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In this section is information related to:
College
Insurance | Eligibility for Benefits | General Leave Policies | Holidays
| KPERS | Other Benefits | Section 125 Flexible Benefit Plan | Social Security | Tax
Sheltered Annuities | TIAA-CREF | Vacations
Full-Time
Employees Eligibility for Benefits
Those persons employed on a full-time basis will receive
FICA (Social Security), travel, accident, professional liability, errors and omissions and
unemployment insurance, Worker's Compensation, KPERS, and additional benefits listed in
this section. (back to top)
Social
Security (Federal Insurance Contributions Act, FICA)
The College and employees of the College shall, as required
by law, participate in the Federal Social Security Program, (FICA). (back to top)
General
Leave Policies
All leave must be scheduled with and approved by the
appropriate supervisor. Vacation time may not be taken in advance of actual accrual.
Holidays occurring during the leave period are not charged against employees' earned
leave. (back to top)
Sick Leave
All regular full-time employees who are employed as
instructional personnel or administrative personnel on at least a nine months contract, or
who, if classified personnel, on at least a full-time basis, will be entitled to 60 school
days of sick leave (including illness or disability resulting from pregnancy) annually
each year that their employment is in force, except new employees will have only 10 days
of sick leave for the first six months of their employment during the first year. After
the six month waiting period, they will be entitled to full benefits. Refer to Board
Policy 830.
Sick leave is granted only for purposes specified in the
Board policy. Sick leave should not be abused by using it for other purposes.
The College reserves the right to
require a physician's statement documenting the condition after 3 days of sick leave or
overnight hospitalization. The College may also require a written physician's release to
return to work. (back to top)
Family and Medical Leave Act of 1993 (FMLA)
The Family Medical Leave Act provides up to 12 weeks of
unpaid leave to a qualified employee for the birth of a child, or to care for a newborn
child, for the placement of a son or daughter for adoption or foster care (with the
employee); to care for the employee's spouse, son, daughter or parent with a serious
health condition; or because a serious health condition makes the employee unable to
perform the essential functions of the job. Leave may be taken intermittently when
medically necessary for planned and/or anticipated medical treatment by a health care
provider, for recovery from treatment or for recovery from a serious health condition. Refer
to Board Policy 841. (Appendix C)
Supervisors are responsible for notifying eligible
employees when their leave qualifies as FMLA. It is important for supervisors to discuss
FMLA with employees at the time leave is requested and/or when notified an employee will
not report to work because of a health condition. Medical documentation is required. In
situations where eligibility of the condition is questionable, it is advisable to check
with the Director of Human Resources.
In order to properly record FMLA leave, supervisors
are requested to note "FMLA leave" in the explanation section of the leave form
prior to submitting the form to the Payroll Office with the weekly time sheet.
“ Serious Health Condition” means an illness,
injury, impairment, or physical or mental condition that involves:
any period of incapacity or treatment in connection with or
consequent to inpatient care (i.e., an overnight stay) in a hospital, hospice, or
residential medical care facility;
- Any period of incapacity requiring absence from work,
school, or other regular daily activities, of more than three calendar days, that also
involves continuing treatment by (or under the supervision of) a health care provider;
- Continuing treatment by (or under the supervision of) a
health care provider for a chronic or long-term health condition that is incurable or so
serious that, if not treated, would likely result in a period of incapacity of more than
three calendar days; and for prenatal care; or
- Voluntary or cosmetic treatments (such as most treatments
for orthodontics or acne) which are not medically necessary are not “serious health
conditions,” unless inpatient hospital care is required. Restorative dental surgery
after an accident, or removal of cancerous growths are serious health conditions provided
all the other conditions of the regulation are met. Treatments for allergies or stress, or
for substance abuse, are serious health conditions if all the conditions of the regulation
are met. Prenatal care is included as a serious health condition. Routine preventive
physical examinations are excluded.
Funeral Leave
Funeral leave up to five (5) working days may be granted to
a full-time employee to attend the funeral of an immediate family member. Immediate family
is defined as spouse, sibling or step-sibling, child or step-child, parent or step-parent,
parent-in-law, child-in-law, grandparent, grandchild or step-grandchild of the employee. Refer
to Board Policy 824.
Emergency Personal Leave
All full-time Administrators, Program/Technical, and
Classified personnel may have up to five (5) days per year. This leave is not cumulative
and must be approved by the President or designated representative. This is not an
entitlement and not to be used as a form of paid vacation. Refer to Board Policy 826.
Jury Leave
An employee will be excused by his/her supervisor to
participate in jury duty, with prior approval of the appropriate supervisor and the
President. Refer to Board Policy 826.
Military Leave
Military leave will be granted to all employees under
provisions of the State of Kansas. A request for such a leave should be submitted at least
ten (10) weeks prior to the beginning date of the leave. Refer to Board Policy 826.
Institutional Leave
All administrators will be granted leave with pay when
assigned by the President, with the approval of the Board, to an institutional leave. An
institutional leave may be for a period of up to one year and may be for the purpose of
specialized training or study as designated by the President. Refer to Board Policy 825
Leave Without Pay
Leave without pay may be requested in writing to the
department head and may be granted only when all other forms of leave have been exhausted.
Refer to Board Policy 839.
Holidays
The following will be observed as paid holidays by the
College:
- New Year's Day
- Friday before Easter Sunday
- Memorial Day
- Independence Day
- Labor Day
- Thanksgiving Day
- Friday following Thanksgiving
- Christmas Eve Day
- Christmas Day and additional days as indicated on the
Academic Calendar (back to top)
(Refer to Board Policy 823)
Vacations
Administrative and Program/Technical
Administrative and Program/Technical personnel are entitled
to vacation at the rate of two (2) days per month beginning on July 1, of each year.
Vacation entitlement will not exceed twenty-two (22) days per fiscal year.
Vacation time should be used during the fiscal year in
which it is earned. Any unused portion of vacation time may be accumulated at a rate of
five (5) days per year to a maximum accumulation of fifteen (15) days.
No more than ten (10) consecutive days may be used for
vacation without the prior approval of the President.
Full-Time Classified
Vacation time is granted following the anniversary date of
initial continuous full-time employment and must be used prior to the following
anniversary date. Vacation time for classified employees may not be carried over past this
anniversary date.
Full-time classified personnel are entitled to vacation at
the rate of:
Five (5) days after one year of continuous employment (Classified
employees may exercise the option of taking two (2) days after six (6) months of
continuous employment.)
Ten (10) days after two years of continuous employment.
Fifteen (15) days after ten years of continuous employment
Twenty (20) days after twenty years of continuous
employment.
(Refer to Board Policy 831.1)
Part-time Classified
No vacation time is authorized for part-time employees. (back to top)
College
Insurance
Travel and Accident Insurance
All full-time and part-time employees of the College are
covered by a travel and accident insurance policy. A copy of the master policy is on file
in the Business Office located in the Administration Building. Refer to Board Policy
818.
Disability Insurance
All full-time employees of the College are covered by a
disability insurance policy, paid by the Board. Employees receive a copy of the policy at
the time of employment and upon application for coverage. Refer to Board Policy 819.
Professional Liability Insurance
All employees of the College are covered by a professional
liability insurance policy. A copy of the master policy is on file in the Business Office
located in the Administration Building. All employees are covered by the Professional
Insurance Policy. Refer to Board Policy 820.
Job Related Injury and Workers Compensation
The Board operates under the requirements of the Kansas
Workers Compensation Act, as set forth in the appropriate state statutes. All employees
are asked to complete the Workers Compensation Health Questionnaire to assist the College
in providing Workers Compensation benefits for all employees at the lowest cost.
Absence from work due to a job-related injury or illness
may entitle an employee to medical or disability income benefits under the Kansas Workers
Compensation Act. If the workers compensation benefits are awarded, they are coordinated
with (not paid in addition to) other College benefits.
In the event that an employee becomes injured while on the
job, he/she is required to report the accident to his/her immediate supervisor
immediately, in addition to notifying the Business Office. Refer to Board Policy 821.
Part-Time Employees - Eligibility for Benefits
Those persons employed on a part-time basis will receive
FICA (Social Security), travel, accident, professional liability, errors and omissions,
unemployment insurance, Workers Compensation and KPERS if in a qualified position.
Part-time employees may purchase medical insurance through
the College. For more information contact the Director of Human Resources.
Employee Health Insurance - (Coverage is reviewed
annually and subject to change.)
All employees have the option of enrolling in a single or
family comprehensive health coverage plan which includes major medical coverage, dental
coverage and prescriptions. Refer to the Employee Benefit Booklet distributed to
employees at employment. (back to top)
Tax
Sheltered Annuities
Dodge City Community College sponsors a tax sheltered
annuity plan for all full time employees. The plan is sanctioned and governed by Internal
Revenue Code Section 403(b) and is available only to employees of educational and
charitable organizations. Subject to various limitations and restrictions, the plan allows
employees to make voluntary salary reduction contributions to the plan. This reduces the
amount of taxable gross wages and thus reduces the amount of federal and state income
taxes owed. The income earned on the investments within the plan is not taxed until the
funds are disbursed to the employee upon retirement or early withdrawal.
Section 403(b) contributions must be invested in annuity
contracts issued by life insurance companies, shares of regulated investment companies
held in custodial accounts (mutual funds) or life insurance contracts. The amount withheld
from paychecks on a monthly basis, is based on a salary reduction agreement that the
employee enters into with DCCC as the employer. These are then forwarded to the selected
insurance or investment company by the payroll department. Currently DCCC allows
investment in a variety of insurance and mutual fund companies. Requests by employees for
additional companies are honored if at least three employees desire to utilize that
company. Although there are some exceptions, the maximum deferral under a 403(b)
arrangement is $9,500 annually. (back to top)
TIAA-CREF 403(b)
The TIAA-CREF 403(b) annuity is available to all employees
through payroll deduction. Upon two continuous years of employment at DCCC, or two years
of continuous employment with another educational institution immediately prior to
employment with DCCC, the College will contribute $.50 for every $1.00 contributed by
full-time employees. The maximum contribution is established by the Board of Trustees
annually. Employees with less than two years of service may participate in the program but
are not eligible for the College contribution. For additional information contact the
Director of Human Resources. (back to top)
Section
125 Flexible Benefit Plan
By utilizing Section l25 of the Internal Revenue Code,
participants pay for certain unreimbursed medical and dependent day care expenses with
before-tax dollars.
When an employee elects to make benefit plan contributions
with pre-tax dollars, the payroll department will calculate the federal income tax, state
income tax and social security tax on his/her income after contributions have been made.
Because taxes are based on income, taxes will be reduced and take-home pay will increase.
Allocations are made each plan year and can only be changed
during the year when a change in family status occurs, such as marriage, divorce, birth or
death of a child or spouse, or a change in the employee's or the spouse's health insurance
coverage. Changes in the amount of the contribution may be made if there is a valid
Internal Revenue Code (IRC) Section 125 status change.
A change in family status permits a revocation/change to an
existing election only. It does not permit the creation of a new election designation that
was not present prior to the date of the family status change. Contact the Personnel
Office.
Flexible Spending Plans are established in accordance with
federal regulations that determine how the plan may be used. Employees will receive
complete information on the regulations that affect them at the time of enrollment.
If an employee allocates money to a certain benefit during
the plan year, all the money must be spent for that benefit during that plan year. Any
excess amount remaining for a particular benefit at year-end will revert to the plan.
Caution: Before any money is allocated to a benefit
account, make sure that money will be spent for that benefit during that year. What is not
spent will be lost. However, through careful planning, all allocated funds
can be used.
In addition, by electing dependent child care benefits,
employees will not be eligible for the Federal Income Tax credit.
Several different types of expenses are eligible for
reimbursement from a Section 125 Flexible Spending Plan. These include:
Premiums for employer-sponsored accident and health plan
benefits, including long-term disability and accidental death and dismemberment coverage
to the extent excludable pursuant to IRC Section 106;
Premiums for employer-sponsored group term life insurance
to the
extent excludable pursuant to IRC Section 179;
Dependent child care expenses pursuant to IRC Section l29;
Out of pocket medical, dental and vision care expenses
pursuant to IRC Section 213, not reimbursable by any other insurance coverage. (These
expenses must be documented in writing by an independent third party; canceled checks are
not acceptable.) (back to top)
Kansas Public
Employees Retirement System (KPERS)
All full-time employees are covered under the Kansas
statutes relating to the Kansas Public Employees Retirement System "KPERS".
Currently under this plan, the employee pays 4%. Employees are vested at ten (10) years.
The employer's share is paid by the State of Kansas.
Under KPERS provisions, normal retirement is at the close
of the fiscal year in which the 65th birthday occurs. All employees will be considered
retired at the close of the academic year in which the 70th birthday is reached. An
exception may be made for employees who are recommended for continuance by the appropriate
academic division director, supervisor, Dean or President with approval of the Board of
Trustees. Such continuance is subject to annual review by the Board of Trustees. For
additional information on KPERS, see the Payroll Office or the Director of Human
Resources. Refer to Board Policy 822.
Life Insurance Benefits Through KPERS
- Provided by KPERS - 150% of member's annual rate of
compensation.
- Optional Group Life - Amounts from $5,000 to a maximum of
$200,000, paid by payroll deductions the month prior to coverage month (i.e. Jan.
deduction pays Feb. coverage).
Eligible Members
a) New members have 14 days from their membership date to
apply.
b) Eligible members not actively at work during the open
enrollment period will have 14 days from their return to active employment to apply for
coverage.
Amount Available
$5,000 minimum coverage is available to all members who
apply, regardless of health. The maximum coverage is $200,000. The member must complete
the evidence of insurability portion of the application if coverage over $5,000 is
desired. Coverage above $5,000 may be selected in increments of $1,000 up to $10,000, and
in $5,000 increments above $10,000.
An individual may apply for $5,000 additional coverage at
each subsequent open enrollment with no proof of insurability required.
Open Enrollment
The earliest effective date of coverage will be the first
of the month following date of hire. Coverage in excess of $5,000 will also be effective
on the same date provided the additional coverage has been approved by the Security
Benefit Life Insurance Company (SBL) and the appropriate premium has been remitted to
KPERS. Employees will be notified when coverage over $5,000 has been approved.
Members who are not actively at work due to illness or
disability on the effective date do not have coverage until the day after their return to
active employment.
For members who become eligible for optional group life
insurance coverage after February 28, 1989, the application must be received by KPERS
within 14 days of the membership date.
Members not at work during the open enrollment period due
to authorized leaves of absence, vacations, layoffs or sick leave have 14 days from the
first day they actively return to work to apply for coverage. An explanation should
accompany these applications.
Eligible members who do not apply during the open
enrollment and new members who do not apply within 14 days of membership must wait until
the next open enrollment to apply.
Enrollment forms are available in the Personnel Office
at the time of employment. The Payroll Office will distribute forms during open enrollment
periods. (back to top)
Other Benefits
Adult Education and High School Completion
The Adult Learning Center and the Center for Business and
Industry offer numerous seminars, workshops, and adult education courses on a variety of
topics that employees may choose to attend. Many of these are provided to employees with
tuition waived. Interested persons should contact the Business and Industry Office to
register for seminars or courses.
Professional Development Funds
In an effort to be supportive of its faculty and staff
seeking opportunities to grow personally and professionally on a continuing basis, the
DCCC Board of Trustees has provided funding on a limited basis, and as funds are
available, for assisting individual full-time employees to meet the expenses of such
professional development activities.
Staff should work with their immediate supervisors to
develop their Personal Professional Development Program. Faculty Professional Development
is in accordance with the Negotiated Agreement.
Paid Tuition Benefit
Dodge City Community College makes available scholarship
funds to full-time employees of the College and to their immediate family who wish to
enroll in credit courses. The tuition benefit is also available to part-time employees
after one year of continuous employment. Exceptions to this policy relating to part-time
employees' access to the tuition benefit may be made in cases in which the training will
directly benefit the College. Such exceptions must be approved by the President or his/her
designee. Refer to Board Policy 832.
Early Retirement Incentive Program
Full-time Faculty who may find it necessary or desirable to
retire from employment with the College prior to the usual retirement age may elect to
take early retirement under the terms and conditions set forth in the current Negotiated
Agreement. Early retirement is entirely voluntary and at the discretion of the eligible
professional employee. Faculty wishing to investigate early retirement should contact the
Director of Human Resources.
Wellness Center
The Wellness Center provides an opportunity to participate
in structured exercise and to utilize the indoor/outdoor track, racquetball courts, and a
gymnasium. The Center offers a wide range of cardiovascular equipment including: a
treadmill, various stationary bicycles, rowing machines, a Nordic Track, Health Riders and
step machines. In addition to the aerobic equipment, the Center also provides single
station weight training machines. The Wellness Center staff provides individually designed
exercise prescriptions, fitness evaluations and computerized analysis of results. These
facilities are available to all DCCC employees at no charge. (back
to top)
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