Benefits for Full-time Hourly Staff

Vacation For Employees Whose Normal Work Schedule Is 7.5 Hours Per Day

Hourly employees will accrue vacation and sick time upon employment. There is no waiting period that must be satisfied before employees may use accrued vacation time, however, the use of vacation time must be approved by the employee’s supervisor.

Vacation will be earned at a rate of 2.88 hours per pay period based upon 75 pay period hours during the Academic Year (7.5 normal hours per day) and 70 pay period hours during Summer Hours (7.0 normal hours per day). If reported pay period hours are less than those scheduled (75/70), vacation benefits will be prorated based upon actual hours reported excluding regular and premium overtime. Approximate annual entitlement is 75 hours or 10 days. Maximum accrual is 112.50 hours.

During the pay period in which the employee's 3rd anniversary date of continuous, full-time, benefit-status employment occurs, the vacation accrual will increase to 4.33 hours per pay period. Approximate annual entitlement is 112.50 hours or 15 days. Maximum accrual is 168.75 hours.

During the pay period in which the employee's 14th anniversary date of continuous, full-time, benefit-status employment occurs, the vacation accrual will increase to 5.77 hours per pay period. Approximate annual entitlement is 150 hours or 20 days. Maximum accrual is 225 hours.

Actual vacation days available may vary depending upon whether employees use their vacation time during the Academic Year schedule or Summer Hours schedule.

Upon separation of employment, vacation earned but not taken will be paid.

Vacation for Employees whose Normal Work Schedule is 8 Hours per Day

Vacation will be earned at a rate of 3.08 hours per pay period based upon 80 pay period If reported pay period hours are less than 80 hours, vacation benefits will be prorated based upon actual hours reported excluding overtime. Approximate annual entitlement is 80 hours or 10 days. Maximum accrual is 120 hours.

During the pay period in which the employee's 3rd anniversary date of continuous, full-time, benefit-status employment occurs, the vacation accrual will increase to 4.62 hours per pay period. Approximate annual entitlement is 120 hours or 15 days. Maximum accrual is 180 hours.

During the pay period in which the employee's 14th anniversary date of continuous, full-time, benefit-status employment occurs, the vacation accrual will increase to 6.15 hours per pay period. Approximate annual entitlement is 160 hours or 20 days. Maximum accrual is 240 hours.

Upon separation of employment, vacation earned but not taken will be paid.

Sick Time For Employees Whose Normal Work Schedule Is 7.5 Hours Per Day

Hourly employees will accrue sick time upon employment. There is no waiting period that must be satisfied before employees may use accrued sick time, however, absences must be properly reported to the employee’s supervisor. Sick time balances will be printed on the employee's pay statement after each bi-weekly payroll is processed.

Hourly employees who work in a position where their normal pay period hours are equal to 75 will earn sick time at a rate of 3.46 hours per pay period based upon 75 pay period hours during the Academic Year (7.5 normal hours per day) and 70 pay period hours during Summer Hours (7.0 normal hours per day). If reported pay period hours are less than those scheduled (75/70), sick time benefits will be prorated based upon actual hours reported excluding regular and premium overtime. Approximate annual entitlement is 90 hours (12 days.) Actual sick days available may vary depending upon whether employees use their sick time during the Academic Year schedule or Summer Hours schedule. Maximum sick leave accrual is 900 hours or 120 days.

Upon separation of employment, no payment is issued for sick time earned but not taken unless payment for accumulated sick time is provided under another policy.

Sick Time For Employees Whose Normal Work Schedule Is 8 Hours Per Day

Hourly employees who work in a position where their normal pay period hours are equal to 80 will earn sick time at a rate of 3.69 hours per pay period. If reported pay period hours are less than 80, sick time will be prorated based upon actual hours reported excluding overtime. Approximate annual entitlement is 96 hours (12 days.) Maximum sick time accrual is 960 hours or 120 days.

There is no waiting period that must be satisfied before employees may use accrued sick time, however, absences must be properly reported to the employee’s supervisor.

Upon separation of employment, no payment is issued for sick time earned but not taken unless payment for accumulated sick time is provided under another policy.

Personal Time

Each calendar year, hourly employees will receive one personal day equal to their normal hours per day.

Paid Holidays

Hourly employees are entitled to the following holidays:

Friday of Spring Break
Memorial Day
Independence Day
Thanksgiving Day
Day after Thanksgiving
Christmas Day
New Years Day
Three (3) floating holidays (generally used during the Christmas/New Year's break)

Hourly employees are eligible to receive paid holidays upon full-time, benefit-status employment. However, the first day of employment cannot be a scheduled paid holiday.

Hourly employees who work less than a 12-month schedule are eligible for all paid holidays except Independence Day.

Savings Bond Program

Hourly employees who complete the calendar year without an unscheduled absence or the use of sick time will be awarded a $50 U.S. Savings Bond.

Sick Leave Incentive Program

Hourly employees who reach their maximum sick time accrual and maintain that maximum for the following 12-month period will be issued a cash award, subject to all applicable taxes. Up to a 3-day award will be issued. The award will be based upon the employee's normal hours per day and current rate of pay. The award will generally be included with the employee’s regular pay issued for the pay period following the completion of the 12-month period.

Bereavement Leave

Hourly employees who have a death in their immediate family will be granted an absence of three consecutive scheduled work days with pay. "Immediate family" refers to the employee’s parent, stepparent, brother, sister, stepbrother, stepsister, grandparent, step-grandparent, spouse, parent-in-law, child, stepchild, son-in-law, daughter-in-law, and grandchild.

Employees who have a death of a close relative will be granted an absence of one scheduled work day with pay. A "close relative" refers to the employee’s aunt, uncle, niece, nephew, brother’s spouse, sister’s spouse, stepbrother’s spouse, stepsister’s spouse, spouse’s brother, spouses’ sister, spouse’s stepbrother, spouse’s stepsister, and spouse’s grandparent.

Pay Differential

Employees who have a regular schedule that requires them to work hours that extend a minimum of four hours past 5:00 p.m. will receive a pay differential of 5% for all hours worked during the assigned shift.

Employees who have a regular schedule that requires them to work hours that extend a minimum of four hours past midnight will receive a pay differential of 12% for all hours worked during the assigned shift.

Health Insurance

Employees are offered CIGNA health insurance upon employment. Employees may select medical coverage through a Point-of-Service plan (POS), Open Access Plus plan (OAP), or a Health Reimbursement Arrangement Choice Fund (HRA). The cost for medical coverage is determined by the employee’s annual salary and the plan and deductible level chosen. Both plans have in-network and out-of-network benefits. Dental coverage is offered through a traditional plan.

Life and Accidental Death & Dismemberment Insurance

Employees are eligible for life and accidental death & dismemberment (AD&D) insurance upon employment. Life insurance is equal to 2 ½ times the employee's annual salary rounded to the next thousand. AD&D is equal to the employee's annual salary rounded to the next thousand. The life and AD&D premiums are fully paid by the University.

Retirement Plan

Employees may choose to participate in the base retirement plan with any of the following companies: TIAA-CREF, American Century, VALIC, Fidelity Investments. Employees who contribute 5% of their salary through payroll reduction/deduction will receive a contribution by the University in an amount equal to 8% of the their salary. Employee and Employer contributions are immediately 100% vested.

Employees may also make contributions to an additional or Supplemental Retirement Account (SRA). The University does not contribute to these accounts

Flexible Benefit Plan

Employees may participate in the Flexible Benefit Plan in accordance with IRS guidelines of a Section 125 Plan. Participation allows employees the ability to "tax avoid" dollars spent for (1) group health insurance premiums (DePauw plan only), (2) medical expenses not paid or covered by your group health insurance program (i.e., deductibles, co-insurance, co-payments, eyeglasses, contact lenses), (3) child or dependent care expenses incurred which enable the employee and spouse, if applicable, to work.

Payroll

Pay is issued on a bi-weekly basis via Direct Deposit. Employees are required to provide necessary account information to allow proper and timely payment of wages. The pay schedule is available from the payroll manager and is subject to change at the discretion of the Business Office.

Tuition Benefits

Upon employment, employees are eligible for tuition waiver at DePauw University not to exceed one class registration per semester.

Spouses and dependents of employees may be eligible for tuition remission at DePauw University and/or through the GLCA tuition remission exchange program.

There is a two-year waiting period for spouse and dependent tuition benefits and the tuition remission benefit only applies to a spouse or dependent working toward an initial bachelor’s degree. All admission and academic requirements specified in the DePauw University Catalog must be met. Please refer to the actual policies on tuition benefits for additional information.

Other Benefits

Use of athletic facilities
Participation in various fitness programs for a small fee
Free admission to all athletic events
Use of library facilities at no charge
Discount on purchases made at campus bookstore

* This document is meant to be a summary. It is not all inclusive of the benefits offered by the University and it does not include state or federal government mandated benefits. Some benefits have additional terms and conditions that must be met for eligibility. Questions may be directed to the Office of Human Resources.

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