5000 - Benefit Policies
Table of Content
ADOPTION EXPENSE
Full time employees may be granted assistance of 75 percent of the medical and legal expense incurred in the adoption of children if the adoption is completed. The maximum expense on which assistance is granted is the equivalent of up to three times the current monthly Category A remuneration factor and shall be limited to one allowance per child.
Christmas Gifts
The Christmas gift to the organization’s regular employee will be as indicated below:
Full-Time Conference-Funded Employees – will receive 3% of the remuneration factor rounded up to the nearest $5.00 U.S. dollar.
Part Time Conference-Funded Employees – will receive 1.5% of the remuneration factor rounded up to the nearest $5.00 U.S. dollar.
Exceptions – must be approved by ADCOM.
Employee Disability Income Plan Summary
Statement of Purpose –The Seventh-day Adventist Church recognizes that it has a fundamental interest in the general welfare of its employees. While it cannot provide for all the needs of its employees, the Church as an employer seeks to provide a partial solution to the loss of income due to a prolonged absence from work because of a disability.
Eligibility - All regular full-time denominational employees working an average of at least 35 hours per week shall be eligible to participate in the Employee Disability Income Plan.
Minimum Benefits–While provided benefits depend on available contracts from providers, any contract providing Employee Disability Income Plan benefits shall contain the following minimum benefits:
A monthly benefit amount of 66% of pre-disability basic monthly earnings, i.e. employee's remuneration percentage multiplied by remuneration factor, integrated with workers compensation and other group and government assistance program benefits related to employment, subject to a minimum monthly benefit of $300. Basic monthly earnings do not include tuition assistance, area travel, or other allowances.
The full policy is available upon request.
Employee Survivor Benefit Plan Summary
Benefits - an employer-provided life insurance policy shall be provided for full-time denominational employees, the spouse thereof, and for the employee's dependent(s) as defined in the Health Care Assistance Policy.
Benefit Provisions Y-34-10
Benefit Scale - the benefit shall be as follows:
$100,000
$50,000
$10,000
$750,000
Employee
Spouse
Dependent child
Stillborn
Medical Termination - Employees who discontinue employment as a result of illness or injury but who do not have enough years of denominational service to qualify for retirement benefits, and who are not otherwise employed shall be eligible for the benefit for a period of 18 months after they go off the payroll. Spouses of such employees, as well as their eligible dependents, are also covered under this Plan during the six-month period.
One Benefit per Death - If the spouse or dependents are also serving as employees of the denomination, only one benefit per death will be made.
Contact treasury for possible procedures needed to extend coverage when the employee terminates.
This policy was included in your initial employment paperwork.
The full policy is available upon request.
Funeral Attendance
Immediate Family
The employing organization will provide five (5) days' of paid leave for the death of a family member to all salaried and full-time non-exempt (hourly paid) workers at the normal daily rate of pay. This includes the death of the following:
Spouse
Children, including son- or daughter-in-law
Parents, including in-laws
Brother/sister, including in-laws
Grandparents
Grandchildren
Non- immediate Family NEEDS ADCOM APPROVAL
Time took off by employees to attend funerals for those other than immediate family members may be taken as vacation, time off without pay or made up during the same payroll period. Employees are authorized to attend with pay the funerals of current or former Gulf States Conference employees or their spouses, or others as authorized by the Conference Administration when funerals are held in the local area ( up to 25 miles from the Gulf States Conference Office.)
Health Care Assistance Plan
See the Health Care Assistance Plan or Packet for current policies on health care assistance provided to employees. Carefully note procedures that require prior approval and/or pre-admission review in order to avoid expensive penalties.
There is no waiting period.
North American Division Health Care Assistance Plan Members
With your North American Division Health Care Assistance Plan (NAD HCAP) benefit ID card, you have access to two Preferred Provider Organizations for your health care needs. They are the Aetna Signature Administrators Preferred Provider Organization (PPO) for both medical and dental care; and Express Scripts for prescription benefits. In addition, you have access to vision care services with no PPO requirement.
Enrollment Guidelines for Eligible Family Members
Family members who may also take advantage of the health plan benefits through the NAD HCAP include:
• Your non-working spouse. If your spouse is employed, additional eligibility rules established by your employer may exist. Verify these details with your Human Resources office.
• Children up to age 26 (regardless of their student status, marital status, employment status, or if they are claimed as a dependent for income tax purposes)
• Children of any age if your adult child was disabled before age 26, and the disabled status is current and on-going.
When Coverage Begins
If you are electing benefits during Annual Open Enrollment, your benefit elections will become effective January 1, 2018. If you are a new employee or newly benefit-eligible, your benefits will be effective at the end of your waiting period or elimination period.
Coverage Tier
Based on family status and qualifying dependents you may choose from one of the following coverage tiers:
Employee Only – you only with no other covered family members
Employee + Spouse – you and your spouse
Employee + 1 Child – you and one child
Employee + Children – you and your children
Family – You, a spouse and at least one child
Accelerate Vs Access Plan -- There are two Plans available under the North American Health Care Assistance Plan for employees that are eligible for Healthcare through the Gulf States Conference. Both Plans offer the same exact coverages. However, the number of deductibles, co-payments, co-insurance, and out-of-pocket maximums often differ depending upon whether you are in the Accelerate or Access plan option, and whether you use in-network or out-of-network providers.
To obtain more information about the differences between the Accelerate and Access Plans, contact the Human Resources department of the Gulf States Conference. You can also find this information online at http://www.adventistrisk.org/employee-benefits/healthcare- benefits/heathcare-plan-info and then click on the 2018 Full HCAP PLAN DOCUMENT.
Denial of Health Care Coverage to Spouses –In a situation where normally available coverage is denied to a spouse by his/her employer for any reason, coverage will be available under the denominational plan. This coverage will be subject to payment of the normal buy-in cost for employed spouses. If the denial is due to failure of the spouse to make timely application to his/her employer's plan the spouse must apply at the next available opportunity.
Insurance Employee
Accidental Death & Dismemberment - This General Conference policy is voluntary insurance for the employee, spouse, and/or children and is a payroll deduction. The benefits accrue only if death is accidental, not due to sickness, etc. Please request the brochure and application from the Treasury Department.
At termination, an employee should contact the Conference Treasury Department for possible extension of coverage.
Employee Survivor's Benefit Plan - This is a Conference provided a plan for all full-time- employees to provide a benefit to the survivor(s) if an employee, their spouse, or dependent child dies from any cause. For more information please see the separate section in this book or contact the Treasury Department.
At termination, an employee should contact the Conference treasury department for possible extension of coverage.
Life Insurance - This General Conference policy is voluntary insurance established to provide a benefit to the survivor(s) of an employee, their spouse or dependent child that dies from any cause. The premium is a payroll deduction. This plan is in addition to the coverage provided by the Conference under the Employee Survivor's Benefit Plan. Please request the brochure and application from the Treasury Department.
At termination, an employee should contact the Conference Treasury Department for a possible extension of coverage.
Workmen's Compensation Insurance - For complete information refer to the INSURANCE-CHURCH/SCHOOL PERSONAL ACCIDENT policy.
Lactating Policy
The purpose of this policy is to fulfill the following requirements of federal and state laws for nursing mothers to express breast milk in the workplace:
Unpaid break time will be made available each day to permit nursing mothers to express breast milk for a period of one year following the birth of their child. This benefit is available to employees during their standard work week, as well as during any overtime or additional hours worked.
An employee who desires to use this benefit is expected to give her supervisor reasonable notice (preferably, prior to the nursing mother’s return to work) so that a schedule can be arranged and a location identified for the employee’s use.
The Conference will provide employees who desire to use this benefit with a private room that is free from intrusion (i.e., locked) to express their milk during work hours. The room will include an electrical outlet, comfortable chair, and nearby access (not necessarily in the room) to running water. Employees may use their private office (but not cubicle offices) for expressing milk, if they prefer, provided that the office is free from intrusion.
Employees may use their own cooler packs to store expressed breast milk or may store milk in a designated refrigerator, if available on the premises. Employees should provide their own containers, clearly labeled with their name and the date. Employees should take expressed milk home at the end of each workday. The Conference is not responsible for ensuring the safekeeping of expressed milk stored in any refrigerator on its premises.
Management and employees are expected to provide an atmosphere of support for employees who desire to use this benefit. No employee shall discriminate in any way against any employee who chooses to express breast milk in the workplace.
Questions regarding this policy should be directed to your departmental or facility director or the Gulf States Conference Executive Secretary.
Leave of Absence
The Gulf States Conference has three types of leave of absence:
Medical: Family and Medical Leave Act (FMLA) Leave, Medical Leave (Certification Required),
Military: Military Leave, FMLA Qualifying Exigency Leave, and FMLA Caregiver Leave (Certification Required); and
Study Leave.
Qualification for leave for medical and military-related reasons is dependent on (1) the reason for the requested leave, (2) length of service, and (3) the hours worked for the Conference. Employees must submit a request for leave of absence to the Conference. The Conference's leave of absence form, which is available from the Conference Executive Secretary, must be completed to provide pertinent information regarding the leave request. Employees will be required to provide the Conference with an appropriate medical certification to support requests for FMLA and Medical Leaves. The Conference will make a determination and notify the employee regarding his or her eligibility for a leave of absence. The Conference may also designate and place employees on leave of absence, where appropriate, even if an employee has not requested such a leave of absence.
The maximum duration of all combined types of medical-related leave during a "rolling" 12-month period is 26 weeks. Employees are subject to dismissal from employment if they are not reinstated on or before expiration of their leave, except where (i) the employee requests and is granted an extension of leave as a reasonable accommodation under the Americans with Disabilities Act (ADA) or other applicable laws, or (ii) state law requires continuation of leave for an employee's absence due to a job-related illness or injury.
All leaves of absence are unpaid unless paid time off benefits, such as vacation, sick pay or the NAD Employee Income Disability Plan are available.
Employees whose positions are eliminated due to reorganization, facility closure, reduction in force or other business reasons during their leave of absence will be notified of this action and are subject to dismissal from employment. Employees whose positions are eliminated during a military leave of absence may be dismissed in accordance with applicable law.
An authorized leave does not constitute a break in service, but the time spent on unpaid leave will not be included as service credit, except where required by law.
Leave will not be granted for the purpose of engaging in other employment or services for compensation. Employees who engage in other employment or work for remuneration during a leave of absence from the Conference will be subject to dismissal from employment. These limitations to do not apply to employees engaged in military service while on approved military leave.
For detailed information regarding the Conference's FMLA Leave policy and procedures for medical and military-related absences, please see Section I of this Policy (pages 63-66). Special FMLA provisions applicable to instructional employees are covered on pages 71-72.
For detailed information regarding the Conference's Medical Leave policy and procedures for employees who do not qualify for FMLA Leave, please see Section II of this Policy (pages 72-73).
Employees who exhaust their FMLA or Medical Leave and need additional time off may request a reasonable extension of leave as a reasonable accommodation under the Americans with Disabilities Act (ADA). For detailed information regarding an extension of leave under the ADA, please see page 73-74 of this policy.
For information regarding the Conference's Study Leave policy and procedures, please see page 74.
I. Family and Medical Leave
FMLA leave is an approved absence by an eligible employee for up to 12 weeks within a "rolling" twelve-month period (counted backward from the commencement of leave) under particular circumstances that are critical to the life of the employee or a family member.
Eligibility and Leave Amount - Full-time and part-time employees will be eligible for family and medical leave under the Gulf States Conference policy if they have:
Been employed with the Conference for at least 12 months, although the months do not have to be consecutive.
Worked at least 1,250 hours during the previous 12 months.
Full-time and part-time employees will also be eligible for leave under the federal Family and Medical Leave Act if, in addition to fulfilling the above requirements, the employee is assigned to a worksite with 50 or more employees, or to a geographic area with 50 or more employees within a 75-mile radius.
Reasons for Leave - An employee may apply for an FMLA leave of absence through the Conference Executive Secretary or the Conference may place an employee on FMLA leave. The Conference will grant a job-protected FMLA leave for up to 12 cumulative weeks within a rolling 12-month period for any of the following reasons:
Medical-Related FMLA Leaves of Absence
The birth of an employee's child.
Placement (adoption or foster care) of a child with an employee or to take care of a child during its first year.
To care for a family member (the employee's spouse, child, or parent, but not a parent-in-law) with a serious health condition (subject to certification by a healthcare provider).
For a serious health condition that causes the employee to be unable to perform his/her job (subject to certification by a health care provider).
Eligible employees may take leave under the FMLA for any combination of these reasons, but the total of all combined leaves cannot exceed 12 weeks within the "rolling" 12-month period.
Employees may take leave for their own serious health condition or of a family member (i) in a continuous time period, (ii) in intermittent time periods (for example, a period of working followed by a period of absence), or (iii) through a reduced work schedule (such as cutting back on work hours). Leave for a serious health condition is permitted only for the period of the actual medically required absence.
A newborn leave (for birth, placement, adoption or foster care of a child, or to care for a child after birth) may not be taken in intermittent periods but may be taken on a reduced work schedule if approved by the Conference Administrative Committee. A newborn leave must be completed within 12 months after the birth, adoption or placement of the child.
Spouses who are both employed by the Conference are limited to a combined total of 12 weeks FMLA leaves within the “rolling” 12-month period for the birth or placement of a child or the care of a parent or spouse with a serious health condition.
Servicemember FMLA Leaves of Absence
Eligible employees may also request or be placed on military servicemember leave:
For a "qualifying exigency" which occurs in connection with a spouse, son, daughter, or parent of the employee who is "covered active duty"; or
To care for a spouse, son, daughter, parent, or next of kin who is a "covered servicemember" and has incurred an injury or illness in the line of duty while on active duty in the Armed Forces.
"Covered active duty" means (1) for a servicemember in the regular Armed Forces, duty during the deployment of the Armed Forces member to a foreign country; or (2) in the case of a servicemember in the reserve component of the Armed Forces (Army National Guard, Army Reserve, Navy Reserve, Marine Corps Reserve, Air National Guard, Air Force Reserve and Coast Guard Reserve) duty during deployment of the Armed Forces member to a foreign country under a call or order to active duty.
A "qualifying exigency" means:
Short-notice deployment: Leave needed to address issues arising from a family member’s notification of an impending call or order to active duty 7 or fewer calendar days prior to the date of deployment—leave taken for this purpose can be used for a period of 7 calendar days beginning on the date of the covered military member's notification.
Military events and related activities: Leave needed to attend official ceremonies, programs, or events sponsored by the military related to the active duty or call to active duty status of a family member; and to attend family support or assistance programs and informational briefings sponsored or promoted by the military, military service organizations, or the American Red Cross that are related to the active duty or call to active duty status of a family member.
Childcare and school activities: Leave needed to arrange for alternative childcare; to provide childcare on an urgent, immediate need basis (but not on a routine, regular, or everyday basis); to enroll a child in or transfer a child to a new school or day care facility; and to attend meetings with staff at a school or a daycare facility when such meetings are necessary.
Financial and legal arrangements: Leave needed to make or update financial or legal arrangements to address a family member's absence and to act as a family member's representative before a federal, state, or local agency for purposes of obtaining, arranging, or appealing military service benefits while the covered military member is on active duty or call to active duty status, and for 90 days following the termination of the covered military member's active duty status.
Counseling: Leave needed to attend counseling provided by someone other than a health care provider for the employee, the employee's family member and/or a family member's child, provided that the need for counseling arises from the active duty or call to active duty status.
Rest and recuperation: Leave needed to spend time with a family member who is on short-term, temporary, rest and recuperation leave during the period of deployment—up to five days of leave may be taken for each instance.
Post-deployment activities: Leave needed to attend arrival ceremonies, reintegration briefings and events, and any other official ceremony or program sponsored by the military within 90 days following the termination of a family member's active duty status; and to address issues arising from the death of a family member while on active duty status.
Additional activities: Leave needed to address other events arising out of a family member's active duty or call to active duty status, provided that the employee and the Conference agree that the leave will qualify as an exigency, and agree to both the timing and duration of the leave.
FMLA leave for a "qualifying exigency" may be taken for up to 12 workweeks within a "rolling" 12-month period in a continuous time period, or in intermittent time periods or through a reduced work schedule.
A "covered servicemember" means: (1) a member of the Armed Forces (including a member of the National Guard or Reserves), who is undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient status; or is otherwise on the temporary disability retired list, for a serious injury or illness; or (2) veterans who are undergoing medical treatment, recuperation or therapy for a serious injury or illness and who were members of the Armed Forces (including a member of the National Guard or Reserves) at any time during the five years preceding the date on which the veteran undergoes the medical treatment, recuperation or therapy. The medical treatment, recuperation or therapy must be related to a serious injury or illness (1) which was incurred while in the line of duty on active duty in the Armed Forces or (2) which existed before the beginning of military service, and which was aggravated by service in the line of duty while on active duty.
FMLA leave to care for a "covered servicemember" who has incurred an injury or illness in the line of duty may be taken for up to 26 workweeks during a 12-month period in a continuous time period, or in intermittent time periods or through a reduced work schedule.
FMLA leave to care for an injured or ill servicemember, when combined with other types of FMLA-qualifying leave taken by the employee, may not exceed 26 workweeks in a "rolling" 12-month period.
Serious Health Condition - For the purposes of this policy, a "serious health condition" means an illness, injury, impairment or physical/mental condition that involves (1) inpatient care in a hospital, hospice or residential medical care facility, or (2) continuing treatment by a health care provider as defined in the FMLA. Ordinarily, unless complications arise, the common cold, flu, earaches, upset stomach, ulcers, headaches (other than migraines) and routine dental or orthodontia problems are examples of conditions that DO NOT constitute a serious health condition and do not qualify for FMLA leave.
For a member of the Armed Forces (including a member of the National Guard or Reserves), a "serious health condition" means an injury or illness that was incurred by the member in line of duty on active duty in the Armed Forces (or existed before the beginning of the member's active duty and was aggravated by service in the line of duty on active duty in the Armed Forces) and that may render the member medically unfit to perform the duties of the member's office, grade, rank, or rating.
For a veteran who was a member of the Armed Forces (including a member of the National Guard or Reserves), a "serious health condition" means (at any time during the five year period described in the definition for "covered servicemembers") a qualifying injury or illness that was incurred by the member in the line of duty on active duty in the Armed Forces (or existed before the beginning of the member's active duty and was aggravated by service in the line of duty itself before or after the member became a veteran).
Job-Related Injuries - Absences for job-related injuries or illnesses under a workers' compensation program will also be considered FMLA leave, provided that the employee meets FMLA eligibility requirements and the injury or illness is a serious health condition.
Notification and Reporting Requirements – Foreseeable Leave - Where the need for an FMLA absence (including intermittent or reduced work schedule absences) is foreseeable, employees are to provide the Conference Executive Secretary with 30 days prior notice of their absence. If an employee gives less than 30 days advance notice of their need for foreseeable FMLA leave, the Conference may delay the leave until after it receives 30 days notice.
This 30-day notice requirement does not apply to qualifying exigency leave for caregivers of a military servicemember. However, when employees first seek FMLA military servicemember leave for a qualifying exigency, a notice of the need for leave must be given to the Conference Executive Secretary as soon as practicable.
Notification and Reporting Requirements – Unforeseeable Leave: - If 30 days prior notice of a qualifying absence is not practicable because of unforeseen circumstances, then notice of the absence must be given to the Conference Executive Secretary as soon as practicable. This means that the employee must give the Conference notice (1) on the same day the employee learns of the need for leave, and (2) in accordance with the Conference's or local facility's standard call-in procedures for reporting absences (absent unusual circumstances). The notice should include the reasons for the requested leave, the anticipated start date of the leave and the anticipated duration of the leave.
Reporting Absences to the Gulf States Conference - Employees must comply with the Conference's or local facility's standard procedures for reporting absences from work. Employees who fail to comply with call-in procedures (absent unusual circumstances) and timely notify the Conference regarding their absence will have their FMLA leave delayed or denied by the Conference. If an employee fails to comply with call-in procedures and FMLA leave is denied or delayed, the absence may be unprotected and treated as unexcused by the Conference.
Determination and Designation of Leave - After the Conference receives a request for a leave of absence an employee, it will (1) notify the employee whether he or she meets the eligibility requirements for FMLA leave; (2) provide the employee with information regarding his or her FMLA rights and responsibilities; and (3) identify and provide any medical certifications required to support the employee's request for leave. The employee is required to provide any required certification to the Conference within 15 days.
Once the Conference receives a complete and sufficient certification from the employee, the Conference will notify the employee whether his or her absence will be designated as FMLA leave. If the employee's absence is designated as FMLA leave, the Conference will inform the employee of the amount of leave, effective from the employee's first day of absence, that will be counted against his or her FMLA leave entitlement.
Reassignment During Leave - If leave is taken on an intermittent basis or reduced work schedule for foreseeable and planned medical treatment of the employee or a family member, or for military servicemember leave, the Conference may transfer the employee during the leave to an alternative position with equal pay and benefits which better accommodates the intermittent or recurring leave schedule.
Scheduling Medical Treatment - If the leave is foreseeable and for planned medical treatment of an employee or a family member, the employee must make a reasonable effort to schedule the medical treatment so as not to disrupt Conference operations.
Certifications:
Initial Certification - Employees who request or are placed on leave because of a family member's or their own serious health condition must provide the Conference Executive Secretary with medical certification from a health care provider on the Department of Labor's form which will be provided to the employee by the Conference.
Foreseeable Need -- When the need for leave is foreseeable and 30-days notice has been provided to the Conference, the employee must return a complete and sufficient medical certification before the leave begins. If an employee fails to return a complete and sufficient medical certification in a timely manner, the Conference may delay foreseeable leave until the certification is submitted.
Unforeseeable Need -- When the need for leave is unforeseeable, a complete and sufficient certification must be returned to the Conference within 15 days from receipt of the certification form. If an employee fails to return a complete and sufficient medical certification in a timely manner, the Conference may revoke an unforeseeable leave of absence.
Second Opinion -- The Conference may require (at its expense) that the employee obtains a second opinion from a health care provider designated by the Conference. If there is a conflict between the first and second opinions, the Conference may also require (at its expense) a third opinion by a health care provider designated jointly by the Conference and the employee. The opinion provided by the third health care provider will be final.
The Conference may also require that the employee's health care provider designate the essential job function which the employee cannot perform as a result of the employee's serious health condition.
If a certification is deemed incomplete or insufficient, employees will be advised of the deficiencies and provided 7 days to submit a complete and sufficient certification. If the certification deficiencies are not corrected in the resubmitted certification, FMLA leave may be denied.
Military Family Leave Certifications - The same rules that apply to FMLA leave generally also apply to a military family and caregiver leaves under the FMLA. Employees will be required to complete the certification process for each type of leave, including providing a complete and sufficient certification form within 15 days. In addition, the first time an employee requests military family leave because of a qualifying exigency, the employee will be required to provide a copy of the covered military member's active duty orders or call to active duty in status and the dates of the covered military member's active duty service.
Re-certifications During Leave - Employees are also required to provide re-certification from their health care provider (at the employee's expense) to their Departmental Director every 30 days or the minimum period that their doctor sets for their incapacity or treatment, whichever is greater. However, if the period of incapacity is more than 6 months or for an indefinite period, the Conference will require recertification at least once every 6 months. The Conference may also require re-certifications when (i) the employee requests an extension of leave; (ii) the circumstances set out in the original medical certification change significantly; or (iii) if the Conference receives information that casts doubt on the continuing validity of the medical certification.
If recertification is not provided within 15 days of the request, or as soon as practicable, the Conference may deny continuation of FMLA leave protections until the recertification is provided. If an employee fails to provide the required recertification, the leave will not be protected FMLA leave.
Employees on leave may be required to periodically report to their Departmental Director (every 30 days) regarding their intent to return to work upon completion of the leave.
Return to Work Certification - Prior to reinstatement from leave, an employee must submit a written medical certification to their Departmental Director on the form provided by the Conference that indicates the employee is able to perform his/her essential job functions, with or without reasonable accommodations. Employees will not be reinstated until this certification is received by the Conference.
Use of Paid Benefits During Leave – FMLA leave is unpaid. However, if an eligible employee has accrued paid leave benefits under the employee benefit plans or policies of the Conference or NAD (such as vacation, sick pay or the NAD Employee Income Disability Plan), the employee must use those accrued benefits to provide remuneration during the leave. Once the employee's paid benefits are exhausted, the remainder of the FMLA leave will be unpaid. The use of accrued benefits will not extend the duration of an FMLA leave.
For Employees Subject to the Southern Union Education Code – The Conference will continue to pay the employee's salary for a maximum of six (6) weeks for leaves for birth or adoption of a child. The "six (6) weeks" is applicable during the 10-month or 12-month employment year and is inclusive of school vacation and holidays.
Coverage Under the Health Care Assistance Plan - Coverage under the Health Care Assistance Plan will remain in effect during leave if the employee continues to pay his or her portion of plan premiums. The premiums will be deducted from paid leave benefits. If paid leave benefits are not available, the employee must arrange with the Conference Treasury Office for payment of his or her portion of the plan premiums to continue coverage. Employees who fail to pay their portion of the plan premiums within thirty (30) days of the due date may be dropped from coverage for the remainder of their FMLA leave. If the Conference pays an employee's portion of the Health Care Assistance Plan premiums while the employee is on leave, the Conference may be entitled to recover the cost of such premiums from the employee.
Employees Participating in the Gulf States Conference's Cafeteria Plan - Employees using accrued vacation, sick pay, or other paid leave benefits during their FMLA leave ("paid FMLA’ leave") must continue participating in the Health Care Assistance Plan while on paid FMLA’ leave. Employees on paid FMLA leave must continue to pay their portion of Health Care Assistance Plan premiums to maintain coverage during the leave. Premiums will be deducted from benefits used during the paid FMLA leave. Employees who fail to timely pay their portion of Health Care Assistance Plan premiums within 30 days of a payment due date may be dropped from coverage for the remainder of their FMLA leave.
During the unpaid portion of an FMLA leave, employees participating in the Conference's cafeteria plan may:
Option 1: Continue participating in the Health Care Assistance Plan and paying their portion of the premium (payment options available to employees on unpaid FMLA leave will be provided in accordance with the Conference's cafeteria plan, if applicable). Employees should coordinate the method of premium payment with Human Resource Services when they commence unpaid FMLA leave.
Option 2: Revoke coverage.
Option 3: Cease paying their portion of the Health Care Assistance Plan premiums.
Employees who cease paying their portion of Health Care Assistance Plan premiums while on unpaid leave may be dropped from coverage for the remainder of their FMLA leave. If the Gulf States Conference pays an employee's portion of Health Care Assistance Plan premiums during the employee's paid or unpaid leave, the Gulf States Conference may be entitled to recover the cost of such premiums from the employee after he/she returns to work, or fails to return to work, from an FMLA leave.
Service Credit - Employees will not accrue service credit or employment benefits during the unpaid portion of an FMLA leave.
Reinstatement from FMLA Leave - Employees who are medically released (full or partial) by their doctor must notify their Conference Departmental Director by the next working day after their release. Employees who fail to report to their Conference Departmental Director after being released by their doctor are subject to dismissal from employment. Prior to reinstatement from FMLA Leave, employees must provide their Conference Departmental Director with a return to work/fitness for duty certification from their health care provider confirming their ability to perform the essential functions of their job, with or without reasonable accommodation. The Conference may also require the employee's health care provider(s) to designate the essential job functions, if any, which the employee cannot perform at the time the employee requests reinstatement.
The Conference will reinstate an employee from FMLA leave to their existing former position, provided the employee seeks reinstatement before the expiration of 12 cumulative weeks of leave and can perform the essential functions of their position, with or without reasonable accommodation. If the employee's existing former position is not available, the employee will be reinstated to an equivalent position. The Conference may make an exception regarding reinstatement of certain highly compensated, salaried, "key employees." Employees whose positions are eliminated due to reorganization, reduction in force or other operational reasons during their FMLA leave will be notified of this action and subject to dismissal.
Special FMLA Provisions for Instructional Employees
If an eligible instructional employee requests FMLA leave near the end of the academic term, the leave and reinstatement provisions of this policy will apply except under the following circumstances:
If an instructional employee begins FMLA leave more than five (5) weeks before the end of the academic term, the Conference may require that the employee continue the leave until the end of the term if the duration of leave will be at least three (3) weeks and the employee would return to work during the three (3) weeks preceding the end of the academic term.
If an eligible instructional employee begins FMLA leave for reasons other than the employee's own serious health condition during the five (5) week period before the end of the academic term, the Conference may require that the employee continue the leave until the end of the term if the duration of leave will be more than two (2) weeks and the employee would return to work during the two (2) weeks preceding the end of the academic term.
If an eligible instructional employee begins FMLA leave for reasons other than the employee's own serious health condition during the three (3) week period before the end of the academic term and will last more than five (5) working days, the Conference may require the employee to continue the leave until the end of the academic term.
If leave taken is a period that ends with the school year and begins the next semester, leave is considered taken consecutively rather than intermittently. The period during summer vacation when the employee would not be required to report for work will not be counted against the employee's FMLA leave entitlement.
Instructional employees seeking reinstatement from an FMLA leave will be returned to their former position with equivalent pay, benefits, and other terms and conditions of employment based upon the established written policies and practices of the Conference.
Instructional employees may be absent up to ten (10) days during a school year due to their illness, or the illness of an immediate family member, without a reduction in pay. However, after ten cumulative days of absence due to illness, the teacher may be charged the expenses incurred for hiring a substitute teacher. Compassionate and jury duty leave are not counted as part of the ten sick days allowed. Personal leave days may be counted as part of the ten sick leave days allowed.
When an instructional employee must take leave because of illness, the following guidelines will be used:
If an absence exceeds three (3) consecutive working days, the patient must be attended by a physician and provide written documentation from the attending physician.
Request for extended leave due to a personal illness of the employee or members of the immediate family must be approved by the superintendent of schools or the academy principal where applicable.
The cumulative maximum time that a teacher may receive a salary (minus any substitute expenses), is 20 working days. Cases, where illness lasts more than 20 days, are to be referred to the appropriate Conference committee for study and recommendation.
Elective surgery shall be performed during the employee's personal vacation time.
Full-time employees may receive consideration for extended financial benefits from the employing organization. Such cases are considered on an individual basis according to approved policies and practices of the employing organization. If extended financial benefits are granted, they shall include all other employee benefits normally received by the employee.
II. Medical Leave of Absence
Conference employees who do not qualify for FMLA leave under Conference policy or the Family and Medical Leave Act may apply for or be placed on non-FMLA medical leave for treatment of their own serious health condition. Medical leave is limited to 12 weeks within a "rolling" 12-month period (calculated backward from the commencement of leave) for an employee's serious health condition. Employees may take medical leave in a continuous period, except only where an intermittent or reduced work schedule leave is required for a job-related injury or illness.
Use of Paid Benefits During Medical Leave
Medical leave is unpaid. However, if an eligible employee has accrued paid benefits under the employee benefit plans or policies of the Conference or NAD (such as vacation, sick pay, or the NAD Employee Income Disability Plan (NAD Working Policy Y33) the employee must use those accrued benefits to provide remuneration during the medical leave. If no accrued paid benefits are available, the medical leave would be unpaid. The use of paid leave benefits will not extend the duration of the medical leave.
For employees subject to the Southern Union Gulf States Conference Education Code, the Conference will continue to pay the employee's salary for a maximum of six (6) weeks for leaves for birth or adoption of a child. The "six (6) weeks" is applicable during the 10- or 12-month employment year and is inclusive of school vacation and holidays.
Employees may not receive more than their regular remuneration through any combination of paid benefits.
Coverage under the Health Care Assistance Plan will remain in effect during medical leave if the employee pays his or her portion of plan premiums (opt-in charges and/or contributions). The premiums will be deducted from paid benefits. If paid benefits are not available, the employee must arrange for payment of his or her portion of the plan premiums to continue coverage. Employees who fail to pay their portion of the plan premiums may be dropped from coverage for the remainder of the medical leave and may be required to re-qualify for health coverage if they are reinstated to employment. If the Conference pays an employee's portion of the Health Care Assistance Plan premiums while the employee is on medical leave, the Conference may be entitled to recover the cost of such premiums from the employee.
Medical Certifications
Employees must provide an initial medical certification from their health care provider to their Conference Departmental Director under the procedures required for FMLA leave. The Conference may request second and third opinions (at its expense) following receipt of the initial medical certification. Employees must provide re-certifications during their medical leave under the circumstances required for FMLA leave. Prior to reinstatement from medical leave, employees must provide the Conference with a written job-related release from their health care provider that they are able to perform their essential job functions, with or without reasonable accommodation.
Reinstatement from Medical Leave
An employee's reinstatement to work from medical leave is subject to the Conference's personal needs at the time the employee seeks reinstatement and can resume work. Employees are not guaranteed reinstatement from medical leave or placement in their former or alternate positions or work schedules.
Employees who are medically released (full or partial) must notify their Conference Departmental Director by the next working day after their release. They will be reinstated to their former position, if vacant, provided the employee submits a satisfactory return-to-work release and can perform the essential functions of the position, with or without reasonable accommodation.
If an employee's former position is not vacant or the employee cannot perform the essential job functions, the employee may apply, along with other qualified (internal and external) candidates, for vacant positions throughout the Conference for which, in the Conference's opinion, the employee is qualified. The most qualified candidate will be selected for the position. If an employee accepts an alternate position offered by the Conference, he/she will be subject to the remuneration, benefits and work schedule for that position.
If no positions are vacant for which he/she is qualified or if the employee is not selected for an alternate position or refuses the first position offered by the Conference, he/she will be dismissed from employment. Employees dismissed under this policy may apply for future employment with the Conference. Employees whose positions are eliminated due to reorganization, reduction in force, or other business reasons during their leave will be notified of this action and are subject to dismissal.
Extension of Leave of Absence as a Reasonable Accommodation - Employees who do not request reinstatement and do not return to work on or before the expiration of their FMLA or medical leave are subject to dismissal from employment except where a reasonable extension of leave is requested by the employee and granted by the Conference as a reasonable accommodation under the Americans with Disabilities Act (ADA) or other applicable law.
Qualifications for Extension -- To qualify for a reasonable extension of leave under the ADA, an employee must request the extension prior to exhaustion of their pending leave, and provide the Conference Executive Secretary with medical certification from their treating physician which confirms all of the following.
The employee has a physical or medical impairment that substantially limits a major life activity. Temporary, non-chronic impairments (e.g., broken bones, pregnancy, appendicitis, and non-chronic infections) typically do not qualify as disabilities.
A supplemental leave of specified duration will allow the employee to return to work and perform the essential function of his/her job in the near future.
There are no other reasonable accommodations that would allow the employee to return to work and perform the essential functions of his/her job before exhaustion of the FMLA leave.
Evaluation of Extension Requests -- The Conference will evaluate timely requests submitted by employees on an individualized basis and grant reasonable extensions of leave in compliance with the ADA and other applicable laws. Employees who do not qualify for a reasonable extension of leave will be dismissed from employment. Dismissed employees may apply for future employment with the Conference.
Loans — Personal
The Gulf States Conference will assist full-time denominational employees with payroll deduction for loans secured through the Collegedale Credit Union.
Advances - Emergencies do arise occasionally when a small number of funds are needed. In this case, an advance may be given of up to ½ of the paycheck to be deducted at the next pay period. Advances will be limited to TWO per year per employee.
Bridge - Occasionally an employee is in transition, and needs to borrow a sum of money until a house or automobile can be sold. These loans will be considered on a case by case basis. Appropriate interest will be charged, and the loan is expected to be repaid in full as a balloon payment as soon as possible. In no case will the loan be extended longer than six (6) months.
Professional Enrichment
This policy applies to ordained and commissioned ministers and teachers with Professional Certificates who have at least one full year of service in Gulf States Conference employment.
Purpose
Overseas/domestic travel or professional seminars are encouraged for Conference ordained or commissioned ministers or teachers with Professional Certificates to enrich their ministry.
To encourage continuity of service within the Gulf States Conference.
Approved Travel - Approved travel under this policy is defined as any trip which, in the judgment of the Conference Administrative Committee (ADCOM), will tend to enrich the ministry of the ordained or commissioned minister or teachers with Professional Certificates making the request for travel allowance under this policy. Such requests will be respectively processed first through Ministerial ADCOM or Education ADCOM for approval.
Approved Seminars - Approved seminars would include those which, in the judgment of the Ministerial or Education ADCOM, will tend to enrich the professional making a request.
Policy Provisions
The Gulf States Conference will appropriate funds when available for this policy by placing in an allocated function annually an amount that from experience will cover the needs. These funds do not accrue to the credit of the individual worker but they represent a reserve fund from which approved travel or seminar fees may be paid. Access to draw from these funds is contingent on budgetary and cash flow considerations.
Each professional, for the years of service, is to draw from this fund as reimbursement of expense annually for continuous service within the Gulf States Conference. (See Appendix).
It is the responsibility of the professional to take advantage of the enrichment program during his employment within the Gulf States Conference. In the event the professional accept work outside the Gulf States Conference, he/she is no longer eligible to draw from this fund.
Professionals are eligible for enrichment funds in the calendar year in which they begin employment. If a professional terminates employment before the end of a calendar year for which he/she has received enrichment funds, these advanced funds will be deducted from his/her final payroll check.
The maximum allowance available under this policy will be the accumulation of 5 years' allowance. After professional take advantage of this policy, he/she will once again become eligible to draw from the fund as a result of continuous service.
Time spent in connection with overseas travel under this policy will be vacation time.
The appropriation to the professional is based on vouchers submitted to the Gulf States Conference.
Retirement Program
Employment Prior to 1-1-2000 - The North American Division of Seventh-day Adventist administers a retirement plan for the benefit of its employees. Contributions are made for qualifying employees from a percentage of the tithe. Contributions for the local church and school employees are paid by the employing organization.
An employee is vested in the retirement plan after the equivalent of ten (10) full years of service credit is earned. Breaks in service cannot be greater than the time previously served.
A non-exempt (hourly) employee must complete at least the equivalent of one thousand (1,000) hours in any given calendar year to earn partial credit. Full-service credit totals one thousand nine hundred and fifty (1,950) hours. An exempt (salaried) employee must complete a minimum of the equivalent of six (6) months of full-time employment for partial service credit within a calendar year. Eleven and one-half (11 1/2) months constitutes full-service credit.
(Employment after 1-1-2000) - Defined Contribution Plan
Eligibility is based on employment of Gulf States Conference employees who are prescheduled to work 1,000 or more hours each calendar year. A base retirement payment is made for each employee in the amount of 5% of base salary. This money is transferred to the retirement office of the General Conference each pay period. An additional 3.00% is added contingent on the employee voluntarily contribution of at least 3% into the plan.
Teachers will contribute 3.26% if they are 10-month contract teachers (.55% has already been added to their base salary) to equate the same amount they would have received under the old retirement plan.
All funds are transferred into an employee defined selection of investments or in the absence of their selection a default selection set up by the retirement office. This constitutes the extent of retirement funds for those who are employed after January 1, 2000. Those who had service credit before January 1, 2000, will have their benefits calculated based on their old plan in addition to their personal investment funds.
A packet of information is available for new employees and the voluntary deduction form must be signed and returned to receive the 1% match.
Retirement Allowance - Employees who have earned at least 1,000 hours, or the equivalent of a one-half year of service credit during the two years immediately preceding their admission to the Plan, and go directly from active service into retirement, shall be granted a retirement allowance by the Retirement Plan. The retirement allowance is not termination pay but is a retirement benefit provided at the time the participant is eligible for retirement benefits according to the following provisions (SU p. 129,130:00):
Amount - The maximum allowance shall be equivalent to five months' (865 hours) for basic remuneration for employees with 40 years of service credit. For those with less than 40 years, the allowance is equivalent to 12.5 percent of a month's basic remuneration for each year of service credit. Employees who received a termination settlement at the time of a break in service shall be eligible for only a retirement allowance based on the years of service credit earned after the settlement.
Eligibility - Employees who qualify for retirement benefits at the time of retirement shall be granted the retirement allowance even though their spouse elects the spouse allowance.
Literature Evangelists - Credentialed Literature Evangelists who retire from active service while currently, qualifying shall be eligible for a retirement allowance if they meet the retirement plan requirements. The amount of monthly remuneration is based on the average monthly earnings for the previous year's taxable income. Each union Conference shall develop a plan for the sharing of the cost of contributions for retirement allowances between the Conference and the HHES/FHES.
Teachers - The retirement allowance for teachers who are employed on a 10-month basis shall be calculated on the maximum monthly remuneration rate which would be available to them if they were employed on the 12-month basis.
Death Before Retirement - If an employee was eligible to retire at the time of death, but was still employed, the surviving spouse shall be entitled to a retirement allowance in lieu of continuation of remuneration beyond the month of death.
Filing Application - Six months prior to eligibility for retirement the employee should contact the office of the Secretariat to begin the process of making an application for retirement benefits.
Employee Disability Income - See the section of this Policy with this same name. The disability benefit is no longer a part of the retirement plan.
Tax Sheltered Annuities - In addition to the denominational retirement plan, individuals can have money set aside tax-free to a payroll deduction for a tax-sheltered annuity. Ask for the investment options that are available.
Tuition Assistance
Tuition Assistance for Children of Employees (Updated 10-9-2019)
Christian Education - Employees are expected to support the Church's philosophy of Christian education by enrolling their children in Seventh-day Adventist schools for the purpose of assisting youth in making a decision for and commitment to Christ, thus perpetuating the practice of Seventh-day Adventist beliefs and teachings, enlarging the reservoir of future church employees and lay church leaders, providing a positive example, and reducing the possibility that the children adopt a lifestyle that is not in harmony with the teachings of the Church.
Eligibility - Church employees in administrative, professional, and supervisory positions are strongly encouraged to send their children to Seventh-day Adventist denominationally owned and operated schools. High school age students are strongly encouraged to attend Bass Memorial Academy.
Administrative, professional and supervisory positions are those considered to be exempt from Federal and state/provincial wage and hour laws. Employees receiving less than 90% remuneration are ineligible, unless they meet the administrator, teacher or pastor criteria.
Bass Memorial Academy – Eligible employees are principal, treasurer, teachers, head deans, recruiter/development director, chaplain, cafeteria director, and maintenance director.
Employing organizations shall provide assistance on the additional tuition expense to denominational employees classified as regular and full-time for their children who are enrolled in denominationally owned and operated schools on the elementary, secondary, or liberal arts college levels, or technical or professional schools on the undergraduate levels, or a fifth year of college or graduate work required to secure teaching credentials. Exceptions for privately operated Seventh-day Adventist schools must be approved by the union board of education and the applicant's employing organization.
To be eligible for tuition assistance, the student must be:
a. An unmarried dependent of the employee.
b. Less than twenty-four years of age unless the student has given compulsory military service, volunteer service for the Church, or has a documented medical consideration.
c. Eligible to be claimed as a dependent on the employee's income tax return.
d. Born to, or legally adopted by, parent(s) or is a stepchild by marriage receiving less than 50 percent of support from natural parents.
Assistance - The organization employing the parent of that student may provide assistance of up to 70 percent of the tuition and all required registration fees for dormitory students, and up to 35 percent for those not in the dormitory. This assistance on the academy or college level should be calculated on the gross charges for tuition and required fees, according to the current bulletin, before family or other discounts. This shall not include charges for private music lessons except where such lessons are required for credit toward music majors or minors, in which case the above percentages may be applied on the basis of the tuition ordinarily charged for an equivalent number of credit hours.
Students who attend summer sessions shall be eligible for tuition assistance. Such attendance shall not count against the maximum semesters or quarters referred to in the paragraph above.
Assistance for students enrolled in an academy or college shall be made directly to the school. Organizations providing assistance shall make the appropriate arrangement for students attending elementary and intermediate school. A form will be provided for employees to request this assistance and will be required to be on file before payment will be made to the educational institution involved.
When both employee and spouse are denominationally employed by separate organizations and both provide tuition assistance according to this policy, each organization shall be responsible for one-half of the assistance.
Vacation
The basis for Vacations - Annual vacation with pay shall be provided for regular denominational employees and may be accrued and calculated on the following basis:
Years EmployedSalaried Vacation Entitlement Per year of Full-Time ServiceMaximum Year CarryoverHourly Vacation Time Entitlement Accrued Per 38-hour WeekDuring The first four year2 weeks (10 days)5 days1.4575 hoursFive through nine years3 weeks (15 days)7.5 days2.1863 hoursAfter nine uears and up4 weeks (20 days)10 days2.9151
The application of for vacation time will be determined based on weeks for salaried employees and actual hours for hour-time employees.
Regular half-time or more employees shall accrue vacation time on a prorated basis. The rate of vacation time accrual shall be on the basis of years of full-time equivalency.
Service for vacation accrual purposes shall include days worked, approved sick time, holidays and vacation days.
Individuals who become denominational employees after several years of experience in a type of work that enhances their ability to function more effectively in their work for the Church may be granted one year of credit toward vacation accrual for every two years of such prior service. Maximum credit of two years toward vacation accrual.
Records - Denominational employers shall keep the necessary records for vacation accrual and vacations taken.
Maximum Accrual - Vacation time may only be earned and accumulated from year to year up to a maximum of 150% of the annual vacation entitlement including current year accruals. However, an employee shall be allowed to accrue more than the maximum if the employer is unable to grant vacation at the time the employee reaches the maximum inclusive of vacation time for the current year.
Termination or Retirement - At the time of retirement from denominational employment, all accrued but unused vacation time shall be granted. The maximum shall be up to 150% of the annual vacation entitlement including current year accrual.
Transfers - When an employee is transferred from one denominational organization to another, accrued vacation time of up to 150% of vacation entitlement including current year accruals, shall be paid in cash by the former employer to the employee at the time of transfer. The accrued amount will be equal to the amount the employee would receive while taking vacation entitlement before the transfer or termination begins.
Vacation Time - Vacation time should generally be taken in the year of accrual. It will be assumed that exempt employees have taken their vacation annually unless a written request is made by the employee to the employer for a carry-over to the following year or a formal reporting/accounting system is in place. Vacation may be used at such time or times when requested by the employee, approved by the supervisor, and authorized by the appropriate authority. Time off for Family and Medical Leave of Absence purposes shall be requested in accordance with that policy.
Vacation Requests - A request for vacation must be made in advance except in an emergency when it is not known beforehand by the employee that leave will be needed. An absence under such circumstances should be reported immediately to the supervisor. A vacation request form available on the conference website.
Forfeiture of Vacation – Employees who resign without providing the notice requested by the Conference or who fail to work out their notice period will forfeit all accrued vacation and personal leave to the fullest extent permitted by applicable law. Employees who are terminated or asked to resign by the Conference for any reason other than position elimination or reduction in force will forfeit all accrued vacation and personal leave to the fullest extent permitted by applicable law.