A. Employee Benefits

A. Employee Benefits

1.   Definition. The University System of New Hampshire (USNH) benefit program is the sum of the components 
described below. These employer-sponsored benefit plans are available to employees as indicated, unless they are otherwise covered by a collective bargaining agreement.

2.   Authority. The Board of Trustees (BOT) delegates to the designated committee of the Board of Trustees oversight responsibility for the administration of the employee benefits program. Oversight and authority will be described in Trustee Charters, By-Laws, and/or BOT policy.

2.1   The BOT reserves the right to amend or terminate components of USNH's benefits program at any time.

2.2   The BOT delegates to the Chancellor the authority to design USNH's benefits program according to financial and benefit parameters authorized by the BOT. The Chancellor shall report to the designated committee of the BOT at least annually on the effectiveness and suitability of the current program with recommendations for changes to such program, if appropriate.

2.3   The BOT authorizes the Chancellor to produce and/or authorize the production of any materials necessary to accurately describe the terms and conditions of each benefit plan.

2.3.1   USNH Human Resources produces, distributes, and/or posts materials that describe the terms and conditions of each benefit plan.

2.3.2   USNH Human Resources is responsible for determination and selection of benefit vendors and carriers, interpretation of policy and eligibility status, exceptions to policy, and payment and reconciliation of benefit accounts.

2.3.3   As delegated, each institution's Human Resources is responsible for communication and dissemination of benefit information on its campus.

2.4   The component institutions may adopt such institutional policies as are necessary to meet the requirements of USNH's benefits programs.

3.   Benefits Provided to All Employees. Some benefits are provided to all status and adjunct employees and are covered in part through contributions by USNH. 

3.1   Workers' Compensation Benefits

3.1.1   Description. The New Hampshire Workers' Compensation law, RSA 281-A, covers all employees and volunteers. It provides non-taxable payment for loss of earnings and payment of medical expenses due to injury, occupational disease, or death arising out of and in the course of employment. It is not considered compensation under IRS regulations.

3.1.2   Authority and Responsibility. USNH shall comply with all applicable federal and state laws and regulations regarding the administration of the Workers' Compensation program and shall have oversight responsibility for Workers' Compensation policy and budget.

3.1.2.1   Institution. Each component institution shall adopt such institutional policies and practices as are necessary to comply with New Hampshire Workers' Compensation Law, and shall be responsible for the administration for Workers' Compensation. Institutional responsibilities include the following:

3.1.2.1.1   Establish and administer a Work Safety Committee, with a minimum of four members, composed of equal numbers of employer and employee representatives. Employee representatives shall be selected by employee constituency groups or collective bargaining representatives.

3.1.2.1.2   Each year the Campus Work Safety Committees will document their campus safety program, including specific rules and regulations regarding worker safety and references to disciplinary actions for violations of such rules and regulations, and submit it to the Office of Environmental Health & Safety.

3.1.2.2   Supervisors. Supervisors are responsible for compliance with and implementation of institutional policies and practices regarding the Workers' Compensation programs.

3.1.2.2   Employee responsibility. For an injury occurring during working periods, employees are required to promptly submit an accident report to their immediate supervisor, Human Resources, or other appropriate administrator, so the campus can file the First Report of Injury or Illness with the State of New Hampshire's Workers' Compensation Review Commission and/or USNH Workers' Compensation insurance carrier.

3.1.3   Medical documentation is required to support Workers' Compensation claims and concurrent implementation of Family Medical Leave (see USY V.C.19), Earned Time/Sick Pool for status non-exempt employees, and Sick Leave/Interim Disability for status exempt staff. If, after three months of absence, such documentation indicates absence from work will extend six months or longer, the status employee may be eligible to apply for Long Term Disability (see USY V.A.8.1) and should contact USNH Human Resources.

3.1.4   Payment. Workers' Compensation payments are based on federal and state laws.

3.1.4.1   Status employees who have paid leave may supplement the Workers' Compensation benefit by electing to use applicable accumulated paid time/leave; however, the combination of paid leave plans and Workers' Compensation benefits shall not exceed the employee's regular  budgeted salary.

3.1.4.1.1   Employees on the Earned Time (ET) program who choose to supplement Workers' Compensation must use ET for the first five calendar work days before they may supplement with their Sick Pool Leave (see USY V.A.4.9.5). ET will be accrued on that portion of time represented by the Non-Workers' Compensation portion of the payment and is accrued only on the first 15 calendar workdays of Sick Pool usage.

3.1.4.1.2   If using accrued paid leave, exempt staff members will continue to accrue Vacation and Sick Leave on that portion of time represented by the Non-Workers' Compensation portion of the payment.

3.1.5   Position Status. While on approved Workers' Compensation leave, an employee's position will normally be held for 18 months from the date of absence due to the work-related illness/injury. If the disability continues beyond 18 months, the position will not be held for the individual.

3.1.6   Continuation of Benefits. With the exceptions noted below, a status employee will be eligible to continue applicable coverage under the USNH benefits program for up to 18 months by continuing their employee contributions. (See also USY V.A.8.2)

3.1.6.1   Employees will be billed for benefit contributions unless the employee is being paid accrued leave time with enough value to cover the benefit costs. Benefits will terminate if the employee fails to pay their portion of the benefit premiums.

3.1.6.2   If the employee is receiving accrued paid leave with Workers' Compensation payments, retirement contributions can be made only on the leave payment, not the Workers' Compensation payment. The Tuition Benefit will be in effect for spouse and eligible children, but only authorized for the employee's personal use on a case-by-case basis in conjunction with an approved Workers' Compensation program.

3.1.7   Return to Work. Medical documentation supporting the employee's ability to perform the essential functions of the job is required prior to return to work. Reasonable accommodations shall be made consistent with the guidelines of the Americans with Disabilities Act (ADA).

3.1.7.1   Upon written request and medical release, an employee may return to his/her position of employment for up to 18 months from the date of injury.

3.1.7.2   If the position has been eliminated, an employee shall be placed in any other vacant position for which qualified.

3.1.8   Re-hire. If an employee member is able to work following a period of Workers' Compensation which extended beyond 18 months or the position was not held, the individual may apply for positions within USNH. If rehired, a status employee shall receive credit for prior years of service as referenced in USY V.C.11.

3.1.8.1   Medical documentation concerning a former employee's ability to return to employment following a long-term Workers' Compensation leave will be required. Reasonable accommodations shall be made consistent with the guidelines of the Americans with Disabilities Act (ADA). Temporary Alternative Work Assignments. In an effort to facilitate the employee’s return to work, USNH shall develop temporary alternative work options, when appropriate, for employees on Workers' Compensation who can return to work, but are unable to immediately resume all of the functions of their positions. Temporary alternative work options shall be limited and transitional in nature with job requirements that will increase in capacity as the employee’s work capacity increases. If the employee fails to accept a temporary alternative work assignment, Workers' Compensation may be reduced or terminated.

3.2   Employee Assistance Program (EAP). The EAP provides outside professional counseling, assessments and referrals for employees and their eligible family members to assist in resolving problems such as alcoholism, drug abuse, marital conflicts, and workplace issues (see also USY V.D.5.24).

3.2.1   Eligibility. All status and adjunct employees and their spouses/eligible dependents are eligible to participate in the EAP.  This benefit does not apply to student workers.

3.2.2   Coverage. The employee, their spouse, and dependent children will receive a number of free visits to the EAP for each situation.

4.   Benefits Available to Status Employees

4.1   Description. All status USNH employees are eligible to participate in the benefits plans described below. The percent time of appointment and/or salary may determine the employee contribution amounts.

4.1.1   Visiting Faculty and Job Exchange.

4.1.1.1   Visiting faculty members who are not eligible to retain their home institution's benefits are eligible to participate in the USNH benefits program if they are appointed 75% time or more. Visiting faculty members appointed at least half-time for the full academic year who are eligible to retain their home institution's benefits are not eligible to participate in the USNH benefits program. However, they and their dependents are eligible for the tuition benefit.  In cases where a visiting faculty member retains their home institution's benefits but is unable to retain the medical benefits portion of the program, they will be provided USNH medical benefit options. Job Exchange. An employee on an exchange program at USNH is expected to retain the benefits of their home institution. However, their spouse and dependent children are eligible for the tuition portion of the benefits program. In cases where the medical benefits plan from the home institution is not transferable, the employee on the exchange program will be provided USNH medical benefit options.

4.1.1.2   Visiting faculty members appointed at least half-time for the full academic year who are eligible to retain their home institution's benefits are not eligible to participate in the USNH benefits program. However, they and their dependents are eligible for the tuition benefit.

4.2   Eligibility for Benefits. USNH definitions for coverage of spouses and/or dependents are defined in plan summary documents for each benefit. Those documents will include coverage for the spouse (and the dependents of such spouse) of USNH employees who are legally married. 

4.3   Flexible Benefit Plan.

4.3.1   Authority. USNH Human Resources shall establish a Flexible Benefits Plan. The plan shall be a 125 plan under IRS regulations which allows employee benefit contributions to be made on a pre-tax basis, and the plan is subject to other federal laws and regulations.

4.3.1.1   Definition. The USNH Flexible Benefits Plan shall provide eligible status employees with an opportunity to select coverage and plan features from a variety of Medical, Dental, Life and Long-Term Disability options as well as opportunities for a Flexible Spending Account for medical expenses not covered by the plan and/or for child care expenses.

4.3.1.2   USNH Human Resources shall establish the design, terms and conditions of each plan, the conditions and time frames for USNH’s annual Open Enrollment, plan year dates, and Flexible Benefits coverage options, and shall be responsible for selection and contracting of vendors for the Flexible Benefits Plan.

4.3.1.3   Premium rates are set annually, based on market costs.

4.3.2   Effective Date of Benefits Coverage for Medical, Dental, Life Insurance, Long Term Disability and Flexible Spending Accounts. Flexible benefits and enrollment in a Flexible Spending Account will be effective the first day of the month following the date of appointment if the employee completes enrollment within 30 days of their appointment date.

4.3.2.1   If the employee fails to meet the enrollment deadline as noted above, they shall not receive benefit coverage. The employee may enroll during the next annual Open Enrollment.

4.3.3   Open Enrollment. Once each year, employees will be given the opportunity to make changes or initially select their plan options. New coverage is effective on January 1 of the following year.

4.3.3.1   Coverage selections made by an employee are irrevocable during the plan year and may be changed only during the annual Open Enrollment, unless the employee has a qualifying life event change as noted in section USY V.A.4.3.5.

4.3.4   Qualifying Life Event (QLE). A QLE is defined by IRS regulations and includes such events as marriage, divorce or legal separation, the addition of a dependent by birth or adoption, gain or loss of spouse's employment, involuntary loss of spouse's medical coverage, death of a spouse or dependent, change in USNH employment status or taking an unpaid Leave of Absence (see USY V.C.16).

4.3.6.1   Employees must notify USNH of a QLE within 30 days of the qualifying event in order to be eligible to change their coverage selection. Changes in coverage must be consistent with the QLE and, based on proper notification, will be effective on the date of the event.

4.3.5   Leave Status. Employees on a paid or unpaid Leave of Absence are permitted to maintain their coverage in the Flexible Benefits Plan. When applicable, employees will be billed by Campus HR for the appropriate employee/employer benefit contributions.

4.4   Accidental Death and Dismemberment Insurance for Police and Public Safety Officers Killed in the Line of Duty

4.4.1   Description. If a USNH police or public safety officer dies while in the line of duty, a $100,000 death benefit will be paid to the beneficiary designated by the employee. If there is no designated beneficiary at the time of the employee's death for any amounts of benefits payable because of death, that amount will be paid to the employee’s estate. (See summary plan description for additional information.)

4.4.1.1   "Police officer" shall include all status USNH employees classified as Public Safety Officers I, II, III, IV, V or VI as well as Police Captains, Police Sergeants, Police Lieutenants, and Directors/Assistant Directors of Campus Safety and Security.

4.4.2   Eligibility. This benefit shall be paid in addition to any other benefits (such as Life Insurance and AD&D) the employee elected and enrolled in at USNH including any life insurance benefits provided by their collective bargaining contract.

4.4.3   Contributions. There is no employee contribution for this benefit.

4.4.4   Enrollment in this benefit is automatic and begins the first day of appointment.

4.5   Other Insurance Benefits.

4.5.1   Authority. USNH Human Resources may establish insurance benefits in addition to the Flexible Benefit plan. These will have no employer contribution. These optional insurance plans may provide employees with the opportunity to select coverage and plan features for such programs as Long-Term Care Insurance, Vision coverage, Hospital Indemnity, and Short-Term Disability coverage. These programs are normally paid through employee payroll deductions.

4.6   USNH's 403(b) Retirement Plan.

4.6.1   Description. USNH offers its eligible employees the opportunity to participate in a 403(b) voluntary defined contribution retirement plan. The Summary of Plan Provisions describes plan information, including, but not limited to eligibility, enrollment, contribution levels, vesting (including breaks in service), beneficiaries, withdrawals, involuntary termination, additional retirement contributions, and annual limits. The Plan is subject to federal laws, such as the Internal Revenue Code (IRS) and other federal and state laws. The provisions of the Plan are subject to revision due to changes in laws or to pronouncement(s) by the IRS.

4.6.1.1   Enrollment. All new hires, eligible for the 403(b) plan, will be automatically enrolled at the 2.5% employee contribution rate (with the associated 4% employer match). These funds will be directed to a target-date investment with one of our vendors. Enrollees are strongly encouraged to review their investment options and adjust their contributions or opt out prior to the entry date (the first of the month following eligibility.)

This is a voluntary retirement plan and enrollees can stop participating at any time. Retirement contributions begin on the first day of the month following eligibility.

4.6.1.2   403(b) Plan Contributions. Both USNH and the participant contribute a percentage of regular budgeted salary every pay period. Employee contribution options are outlined in the Retirement Summary Plan provisions along with enrollment and other information. Plan participation and contributions, including changes in contribution level, begin the month following enrollment and/or change in the USNH Retirement Plan. In any pay period where there are no employee contributions, for any reason including reaching IRS maximums, there will also be no employer match.

4.6.1.3   Additional Retirement Contribution (ARC). In 1994 benefits-eligible employees hired prior to 6/30/1994 had the opportunity to choose an Additional 1% Retirement Contribution (ARC) made by USNH or the Medicare Complimentary Plan (MCP). Those who chose ARC and those hired and enrolled between 1994 and June 30, 2011 receive this additional 1% USNH contribution to their retirement plans. Those who chose the MCP receive the regular contribution amounts.

4.6.1.4   Contribution based on Salary over the IRS Permitted Level. USNH does not consider regular budgeted salary in excess of the IRS prescribed limit. The limit is indexed for inflation per IRS Section 401(a)(17)B for the purpose of calculating contributions to the USNH's defined contribution retirement plan. Retirement vendor rules regarding personal annuities apply.

4.6.1.5   Vesting of contributions. Employees are fully and immediately vested in the accrued benefits arising from their contributions  as well as employer contributions.

4.7   Tuition Benefit Plan.

4.7.1   Authority. USNH Human Resources shall be responsible for the development and administration of the Tuition Benefit Plan.

4.7.1.1   Campus Human Resources is responsible for determining eligibility for tuition benefits for employees and spouse or dependent children. The Vice President/Dean of Student Affairs will verify eligibility of campus chaplain and ROTC personnel, spouses, and their dependent children by providing a list of eligible participants to the campus office responsible for personnel administration no later than the Monday preceding the first day of classes.

4.7.2   Employee Tuition Benefits

4.7.2.1   Description. For employees, the Tuition Benefit covers enrollment in any regular credit courses offered by USNH institutions with a USNH course identifier, and where the tuition is paid to a USNH entity. This benefit includes full employer paid coverage at the in-state rate of tuition (equals the tuition rate charged to New Hampshire residents and varies by institution and program) for both the courses and any mandatory fees that all students are assessed as a prerequisite for registration, unless specifically exempt. The costs for food and/or accommodations are not covered.

4.7.2.2   Eligibility. An employee is eligible for the Tuition Benefit following six months of employment in a status position (see USY V.C.8.1), provided that faculty will be eligible following two (2) semesters of benefits eligible employment. An employee or faculty member must be employed in a status position for one year on or before the first day of classes in the semester for which application is made for a Tuition Benefit for their spouse/dependents (see USY V.A.4.7.3). Flex-year employees remain eligible for Tuition Benefits during periods of non-active service.

4.7.2.2.1   Coverage. The level of coverage for the Tuition Benefit (payment for courses - credit and/or noncredit) is up to five (5) courses in a fiscal year. Part-time Clinical Faculty with status appointments of at least 50% are eligible for the Tuition Benefit.

4.7.2.2.2   Non-credit Course Benefit. The plan also provides a 50% Tuition Benefit for non-credit courses for employees only. Mandatory fees for non-credit courses that all students are assessed as a prerequisite for registration, unless specifically exempt, will be paid under this benefit. The costs for food and/or accommodations are not covered. The benefit is included with the total number of courses permitted and outlined in USY V.A.4.7.2.2.1.

4.7.2.2.3   The Tuition Benefit Plan does not apply to institutes or courses offered by other educational institutions on campuses of USNH.

4.7.2.2.4   The basic measure of the tuition benefit is by course rather than by credit hour. For example, both a two-hour course and a four-hour course will count as one (1) course.

4.7.2.2.5   If an employee chooses to enroll for more courses/credits than those provided for in USY V.A.4.7.2.2.1 above, they will be charged for the additional tuition at the in-state rate.

4.7.2.2.6   Approval by the employee's supervisor is required in order for an employee to enroll in a course that is scheduled to meet during their normal work hours.

4.7.2.2.7   The employee tuition and/or family tuition benefits are also available to campus Chaplains and ROTC personnel, spouses, and their dependent children in accordance with the terms and conditions as outlined in this policy.

4.7.3   Spouse and Dependent Children Tuition Benefit.

4.7.3.1   Description. The spouse and dependent children of status employees may enroll in any of the regular credit courses offered by USNH at one-half of the current in-state tuition rate. The Tuition Benefit policy applies to official student exchange programs (has a USNH course identifier, and the tuition is paid to a USNH entity), in which the student remains fully registered at their home institution and also covers administrative fees paid by students in the junior year abroad program.

4.7.3.2   Eligibility -- Children. For the purposes of this benefit, children are considered dependent if, at the time of class registration, they are unmarried, have not reached the age of 24, and are dependent on the employee for more than half of their financial support.

4.7.3.2.1   This benefit is not cumulative; that is, if both parents are employed by USNH, the benefit is one-half of the current in-state tuition for their dependent child or children.

4.7.4   Employer Paid Tuition Benefits for Children of Deceased Employees. Children of deceased employees who, at time of death, were either a tenured faculty member or had been employed in a status position for at least one year are entitled to the same educational benefit as indicated above.

4.7.5   Termination. An employee who terminates during a semester, in which the educational benefit is being used, shall be responsible for a pro-rated portion of the benefit provided to the employee, spouse and/or dependent children (see USY V.F.10.4.12).

4.7.6   Taxability. USNH will comply with all state and federal laws regarding the taxation of tuition benefits. Graduate Tuition benefits are subject to taxation through the employee’s payroll check and required taxes will be withheld.

4.8   Paid Holiday Leave.

4.8.1   Authority. Eligible status employees will receive paid leave for fourteen holidays designated by USNH Human Resources.

4.8.2   Designated paid holidays. The following days are designated as paid holidays, and all facilities will be closed except for essential operations: New Year's Day; Martin Luther King Day; Memorial Day; Juneteenth; Independence Day; Labor Day; Veterans Day; Thanksgiving Day and the day after; and Christmas Day. In addition, there will be four additional holidays at year-end, with dates specified by USNH Human Resources.

4.8.3   Eligibility. To receive paid holiday leave, an employee must hold a status appointment; their  appointment dates must encompass the holiday, and they must not be in a Leave Without Pay situation immediately prior to or following a holiday. If an employee is on paid leave when a designated holiday occurs, they will receive paid holiday leave, and the time will not be charged as Personal Time. Employees covered under a CBA should refer to their CBA to determine eligibility or alternative paid holiday schedule.

4.8.3.1   Percent time appointments. An employee appointed in a status position of at least 75% time earns holiday benefits based on their percent time of appointment, based on the employee's working schedule and when the holidays fall (see USY V.F.5.2).

4.8.3.2   Academic Year Faculty. Holidays for faculty members with academic year appointments are determined by the academic year calendar.

4.8.4   Holidays occurring on weekends. For those employees who normally work from Monday through Friday, the following applies: when a common holiday falls on a Saturday, the preceding Friday is the official holiday, and when a common holiday falls on a Sunday, the following Monday is the official holiday.

4.8.5   Special considerations for Non-Exempt Employees. When a designated holiday falls on a full-time non-exempt employee's day off, they may take the same number of holiday hours off with pay during the same or following week; or, if approved by the supervisor, be paid for the holiday hours (see USY V.F.7.3.6) that they are entitled to at their usual pay rate. (For percent time employees see USY V.F.5.2.2.1)

4.8.6   Special considerations for Exempt Employees. If an exempt employee is required to work on a holiday, they will be granted another day off with pay in lieu of the holiday at a time approved by the supervisor.

4.9   UTime – Paid Time Off for Employees' Short- and Long-Term Absences.

4.9.1   Eligibility. Status employees are eligible for Paid Time Off benefits except for employees who are covered by a collective bargaining agreement (CBA) that does not explicitly reference UTime. Employees covered under a CBA should refer to their CBA to determine eligibility for UTime or alternative paid leave benefits. Also, refer to specific guidelines and/or USNH policy designations, including applicable “grandfathered” USNH policies.

4.9.2   Immediate family member. For Paid Time Off and leave associated with the needs of an immediate family member, such qualified individuals are defined as: a child, stepchild, or grandchild, a biological, adoptive, or foster parent, stepparent, or legal guardian of the child or the child’s spouse or domestic partner, a parent-in-law, a biological, adoptive, or foster grandparent or step grandparent, or a spouse or domestic partner, or other family members living in your household.

Employees covered under a CBA shall follow the definitions contained therein. Unpaid leaves, covered by FMLA, will follow the definitions established under those federal regulations.

4.9.3   Accrual. Unless otherwise stated, Paid Time Off benefits are earned from the first day of employment and may be used after they are earned. For the following policies, a regular day is considered 8 hours; a workweek is 40 hours; and a bi-weekly work period is 80 hours. Accrued Paid Time Off benefits include Personal Time and Sick Time, as well as Compensatory Time and Earned Time (as applicable). Actual accruals, deductions and salary continuation will be based on work schedules and years of service. Paid Time Off benefits will not accrue when an employee is not actively working (except for absences covered by Compensatory Time, Personal Time, Sick Time or banked Earned Time).

4.9.4   It is the responsibility of the employee and their supervisor to maintain accurate records that verify the use of Paid Time Off and Paid Time Off balances, utilizing USNH time and leave management processes. Human Resources will assist with the recordkeeping of extended absences, in conjunction with Supervisors and third-party administrators (e.g., for Disability, FMLA, Parental Leave, etc.).

4.9.4.1   Paid Time Off may not be used to pay for hours that are more than the regular 40-hour workweek (USY V.F.5). Unless otherwise allowed under policy, an employee must use all of their accrued Paid Time Off, as applicable to absence type (including Compensatory Time and Earned Time), before transitioning to unpaid absences.

4.9.4.2   Paid Time Off will utilize any accrued Compensatory Time, first, before accessing other accrued benefits. Accrued Earned Time will be drawn from last. The order of draw down is as follows:

Personal Time Use = Compensatory Time > Personal Time > Earned Time

Sick Time Use = Compensatory Time > Sick Time > Personal Time > Earned Time.

4.10   Personal Time. The purpose of Personal Time is to provide employees with salary continuation for vacation days and to cover or supplement other out-of-office time to address personal needs not covered by other USNH policies. Note: Academic Year Faculty are not eligible for Personal Time, they remain eligible for other UTime provisions. Personal Time is taken at a time mutually agreeable to the employee and their supervisor, unless otherwise mandated by policy. Employees are required to timely and accurately submit requests to use Personal Time, which must  be timely reviewed and either approved or denied by their supervisor.

Personal Time may not be used to pay for hours in excess of the 40-hour workweek. Institutional policy may establish specific approval procedures for exceptions to this limitation on use of Personal Time, but approval is also required from the USNH Chief Financial Officer and the USNH Chief Human Resources Officer.

4.10.1   The accrual rate is no more than 18 days per year for the first five years of status employment, and 24 days per year thereafter for a 1.0 FTE assignment. Employees who are on a flex year schedule or flex-time that is less than a 1.0 FTE (40 hours per week) will accrue time on a pro-rated basis. Employees can have a maximum of 45 days of Personal Time.

Accrual Conversion Chart - Personal Time (Based on an 80 Hour Pay Period)

4.10.2   Cash-out. When an employee’s employment with USNH ends (termination, resignation or retirement), they will receive up to 30 days of unused Personal Time after their final paycheck. Personal Time may not be used to extend employment beyond the last day of work unless an employee will be a USNH Retiree (as defined in USY V.C.9.2.1) in which case up to (10) personal days may be used to extend employment from the last day of active service to the effective date of retirement (USY V.C.9.2.2).

4.11 Sick Time. Sick Time is designed to provide salary continuation for short-term and/or periodic absences due to personal medical needs. Medical documentation may be required at any time to substantiate an absence and/or to indicate an employee’s ability to return to work after an illness or injury. For any absences that are expected to last more than 5 days, the employee should contact Human Resources to discuss applying for FMLA protection and/or extended, paid leave alternatives. If an employee doesn’t have a Sick Time balance available, they will use other accrued Paid Time Off, before going unpaid.

4.11.1   Accrual. The accrual rate is no more than 15 days per year if an employee is on a 1.0 FTE assignment. Employees can have up to 60 days of accrued Sick Time.

Accrual Conversion Chart - Sick Time (Based on an 80 Hour Pay Period)

4.12   Paid Family Care. An employee may use up to 30 days of accrued Sick Time as Paid Family Care per fiscal year (July 1 - June 30) for the medical needs of an immediate family member, including support from an illness, accident or medical appointments. Paid Family Care may also include time for activities related to the administration of long-term care for an immediate family member (such as in a nursing facility or hospice). Paid Family Care runs concurrent with FMLA, if applicable. If an employee uses all 30 Paid Family Care days, or has exhausted available Sick Time, future absences for reasons normally covered by the Paid Family Care benefit, including absence to care for an ill family member, would require using all other accrued Paid Time Off to cover the absence before going unpaid.

4.12.1   Military Deployment. Paid Family Care can be used to cover time off for any qualifying exigency arising from an eligible family member’s military deployment. This could include attending military events, childcare and school activities, caring for a military member’s parent, time for counseling, rest and recuperation, financial or legal aid, and other post-deployment related activities.

4.12.2   Employee’s Own Serious Medical Condition. Paid Family Care may also be used for an employee’s own, ongoing, serious medical condition (as defined by the Family Medical Leave Act), which is periodic in nature and not eligible for Short Term Disability (USY V.C 4.14). Use of Paid Family Care for this purpose will be approved and managed by Human Resources.

4.13   Parental Leave. The purpose of Parental Leave is to provide employees with salary continuation for up to 6 weeks, to take time off for maternity, paternity and child bonding, including the transition of a child through adoption or surrogacy, or long term placement of a child (defined as 30 or more days) as a kindred or private foster care provider. Date of birth or placement must occur on or after the first day of employment. If an employee is also covered by the Family and Medical Leave Act, Parental Leave will run concurrent with FMLA.

4.13.1   Parental Leave can be taken in consecutive days, or intermittently on an approved schedule, within 12 months of the effective date of the cause for Parental Leave. Parental Leave may also be used by an additional, eligible, USNH employee for the same cause. Future eligibility will be on a rolling 12-month period from the effective date of the last use of Parental Leave. Parental Leave can be taken in either half or full day increments. Parental Leave may be extended by up to 3 additional weeks through coordination with Human Resources, by supplementing that time with accrued Sick Time, then other Paid Time Off prior to taking it unpaid.

4.14   Short-Term Disability. The purpose of Short-Term Disability (STD) is to provide an employee with salary continuation for a total disability due to a non-occupational accident or illness, for up to 26 weeks. Short-Term Disability cannot be taken on a partial or intermittent basis or to supplement another leave type. The date of disability must be on or after the first day of employment.

4.14.1   Elimination period. Benefits begin the first day of total disability following a non-work-related accident, or on the eighth day of total disability due to illness (including medical maternity).

4.14.2   Salary continuation. After the elimination period and through week 8 (calendar day 56), approved STD benefits will be 100% of an employee’s current salary. From week 9 through week 26 (calendar day 182), the benefit will be 60% of the employee’s salary.

4.14.3   Supplementing Short Term Disability. An employee can cover the one-week elimination period and/or supplement the 40% salary gap by using accrued Sick Time (or other Paid Time Off, if Sick Time has been exhausted).

4.15   Bereavement Leave. An employee is entitled to five days of Bereavement Leave if an immediate family member (USY V.A. 4.9.2) dies, and one day of Bereavement Leave if other relatives (noted below) die.

4.15.1   Other relatives include the employee’s brother-in-law, sister-in-law, uncle, spouse’s uncle, aunt, spouse’s aunt, nephew, spouse’s nephew, niece, spouse’s niece, spouse's grandparent, great uncle, spouse’s great uncle, great aunt, spouse’s great aunt, first cousin and spouse’s first cousin.

4.15.2   Additional Time Off. If additional time off is necessary due to the death of a family member, arrangements may be made with Human Resources to permit the employee to use accrued Paid Time Off (applicable based on the reason for the extension) prior to taking time off without pay.

4.15.3   Documentation. An employee’s immediate supervisor or Human Resources may request supporting documentation to confirm Bereavement Leave.

4.16   Community Service. USNH encourages employees to become involved in our community—to provide voluntary support of programs that positively impact the quality of life within our employees’ community. The following guidelines apply to community service through a non-profit community program of a personal interest, or as part of a campus-sponsored activity.

4.16.1   An employee may take up to 8 hours of paid time during one working day per fiscal year to participate in a volunteer program. Supervisors must approve Community Service program participation at least 15 days before the program begins, to allow for the coordination of work-related responsibilities.

Volunteer time should not conflict with peak work schedules, result in cancellation of classes, create a need for overtime, cause conflicts with other employee’s schedules or otherwise run counter to Conflict of Interest (USY V.D.7) or Political Activity Regulations (USY V.D.8). If a conflict arises, or the requested activity does not fall within established guidelines, the request may be denied.

4.16.1.1   Eligible activities include, but are not limited to, the following:

• Volunteering with a non-profit, charitable organization, such as United Way, Habitat for Humanity, humane shelters, family assistance services, etc.
• Assistance with grade school activities, such as reading or writing assistance, or chaperoning field trips
• Staffing or donating to a blood drive, such as those sponsored by the Red Cross.
• Providing support to a campus-specific community service event (such as those shown under www.unh.edu/serve).

4.17   An employee is eligible for Military Leave for the purpose of reserve training or other active duty required by the individual's Uniformed Services Employment in accordance with USY V.C.17.

4.18   Time off Benefits for Non-Exempt Employees covered by CBA.

4.18.1   Description. Status non-exempt employees may cover absences with Earned Time (ET).  ET covers absences for Vacation, Sick Leave, Interim Disability, Bereavement Leave, Maternity Leave, and Short-Term military Leave. Unused ET may also be received as a payment in cash at the time of voluntary termination or retirement. ET is available as soon as it is "earned." The exact amount of ET accrued each year will depend on the years of service to USNH.

4.18.2   Eligibility. All non-exempt employees who are employed in a status position.

4.18.3   Accrual Rate. Non-exempt employees accumulate ET based on the number of hours they work in their budgeted position and their number of years of status employment within USNH.

For the purpose of this policy, one year of employment will equal 12 consecutive months of employment from date of hire. Non-exempt employees accumulate ET based on status pay hours up to those hours budgeted, and worked for the position, and years of employment to USNH. There is no maximum accumulation of ET.

Accrual Rate for those with current status employment start dates effective to July 1, 2011 or later:

Accrual Rate for those with current status employment start dates prior to July 1, 2011:

4.18.4   Earned Time Use. ET may be used any time after the pay period in which it is earned, including during the employee's introductory period. All planned absences will be mutually agreed upon by the employee and their supervisor prior to the date of absence. ET may be used without prior approval when personal emergencies prevent prior approval. In such cases, the employee is responsible for notifying the supervisor of the absence due to a personal emergency. If the employee’s ET includes an approved holiday, they will receive the holiday pay, and the time will not be charged as ET.

4.18.4.1   Increments. ET should be used in units of one-quarter hour or more.

4.18.4.2   When ET is used to cover work time lost due to illness or injury, medical documentation may be required at any time to substantiate an absence and/or to indicate the ability of the individual to return to work following an illness or injury (see USY V.C.12.2). This may also indicate the need for use of the Family Medical Leave Act and the need to contact Campus Human Resources for information concerning Long-Term Disability (see USY V.A.8.1)

4.18.4.3   Minimum Usage. Minimum usage is calculated each pay period at 45% of the ET accrued for that pay period. The total number of minimum usage hours derived from this calculation is compared to the total number of ET hours used at the end of the fiscal year. If the minimum usage requirement has not been met by June 30, remaining minimum usage hours will be subtracted from the employee's ET balance prior to its being carried forward into the new fiscal year. New non-exempt employees hired prior to January 1 will be required to satisfy the minimum usage requirement by June 30 of the end of their first partial year of employment. Computation of minimum usage will occur as of June 30 of each year. Employees with less than six months of service are exempt from minimum usage requirements. Hours converted into the Sick Leave Pool do not count toward minimum usage requirements.

4.18.5   Sick Pool.

4.18.5.1   Description. The Sick Pool is intended to provide additional security by allowing employees the opportunity to exchange ET hours for Sick Pool hours at the equivalent rate of three Sick Pool hours for each hour of ET. Each institution establishes a one-month period each year for "open enrollment" in the Sick Pool. In addition, an employee who completes their initial introductory period will then be allowed a 30 day period to convert accrued ET hours to Sick Pool hours.

4.18.5.2   Sick Pool hours is used for extended periods of illness or injury and are not eligible for pay out at retirement or termination. ET benefits accrue only during the initial three weeks (15 working days) of each separate use of the Sick Pool.

4.18.5.3   Usage of Sick Pool commences with the sixth consecutive day of absence from work due to illness or injury. ET may be used to cover the initial 5 day period. A physician's report must accompany the request to use Sick Pool. Periodic updates from the employee’s physician may be required. The use of the Sick Pool may indicate the need for FMLA. After three months of absence from work, the employee should contact the USNH Human Resources Office for information concerning Long-Term Disability (see USY V.A.8.1).

4.18.5.3.1   Campus Human Resources may grant an exception to the policy that requires the usage of the equivalent of five (5) ET days before being permitted access to the Sick Pool when either of the following circumstances occur: (1) when an employee returns to work after using Sick Pool but is disabled again within 10 working days, or (2) when the disability is certified by a physician to be the same as for the original use or from the same cause as the original Sick Pool usage.

4.18.5.4   The maximum Sick Pool an employee may accumulate is the equivalent of 150 days (1,125 hours for those on a 37.5 hour work week and 1,200 hours for those on a 40-hour work week). An employee may add to their Sick Pool once each fiscal year according to the procedures adopted by each individual institution.

4.18.5.5   Exhaustion of ET/Sick Pool. An employee on an approved absence who has used all ET and Sick Pool will be placed on Leave Without Pay. If the illness/injury qualifies for FMLA leave (see USY V.C.19), benefits will continue for the period of the FMLA (see USY V.C.19). Other continuance of benefits during a leave without pay is set forth in USY V.C.16.

4.18.5.6   Position Status. When there is supporting medical documentation of an employee's absence due to illness or injury, USNH will normally not terminate an individual from their position for six months from the first date of absence. For those individuals in their initial introductory period, the position will not be held unless the disability is due to pregnancy or covered by Workers' Compensation.

4.18.5.7   Return to Work. Following a period of absence due to illness/injury, medical documentation supporting the employee's ability to perform the essential functions of the job is required prior to returning to work (see USY V.C.12.2).

4.18.5.8   Use of Sick Pool for Family Leave. Non-exempt employees with at least one year of status service may use up to a maximum of 10 days of accrued Sick Pool time per fiscal year (75 hours for those on a 37.5 hour work week and 80 hours for those on a 40 hour work week prorated for employees working part-time) for Family Leave. This leave may be used for medical appointments, illness, or medical needs of an immediate family member; prenatal or postnatal care; or for purposes of caring for a new baby or adoptive/foster child after placement and/or for Crime Victim Leave (see USY V.C.20.2). Access to the Sick Pool for the use of family or crime victim leave does not require the prior use of five ET days.

4.18.5.8.1   Immediate family member is defined as spouse, parent, legally dependent child, or any person living in the staff member's household.

4.18.5.8.2   Bereavement Leave. After supervisory notification, an employee may use Family Leave for Bereavement Leave. Use of Family Leave for Bereavement Leave follows the same parameters described in USY V.A.4.14.1 and USY V.A.4.14.2.

4.18.6   Record keeping. The institution is responsible for maintaining accurate records that verify the usage and current ET/Sick Pool leave balances of each employee.

4.18.7   Cash-out of Earned Time (ET) Hours. Eligible non-exempt employees have the opportunity during a predesignated month each calendar year to cash-out up to a maximum of 80 hours of ET. The cash-out hours will be paid at the hourly rate in effect at the time of the cash-out. Cash-out payments are subject to taxation.

4.18.8   Pay out at Termination, including Retirement. Earned Time may not be used to extend employment beyond the last day of work unless an employee will be a USNH Retiree (as defined in USY V.C.9.2.1) in which case up to (10) Earned Time days may be used to extend employment from the last day of active service to the effective date of retirement (USY V.C.9.2.2). Earned Time is paid off at the base rate of pay at time of termination in accordance with USY V.C.10.

4.18.9   Conversion from ET to Vacation and Sick Leave as a result of change from non-exempt to exempt (For conversion from Vacation Leave and Sick Leave to ET see USY V.A.4.10.7)

4.18.9.1   When an employee transfers, is promoted, or reclassified into an exempt status position, ET benefits are converted using the following procedure:

4.18.9.1.1   If the employee has a total ET accumulation of the equivalent of twenty (20) or fewer days (160 hours), the total amount accumulated will be converted to Vacation  Leave and transferred with employee.

4.18.9.1.2   For any ET credit in excess of the equivalent of 20 days, an option allowing the remaining accumulation to be either transferred to Sick Leave or Vacation Leave or paid to the employee is provided. In the event an employee is promoted or transferred into a position that does not accumulate vacation, i.e., an AY faculty position, the employee will be paid accumulated ET.

4.18.9.1.3   Sick Pool Hours may be converted to the traditional Sick Leave program at the rate of the equivalent of three (3) Sick Pool Days (24 hours) for one Sick Leave Day.

4.19   Time off Benefits for Exempt Employees covered by CBA.

4.19.1   Eligibility. All members of the fiscal year faculty and exempt employees who are employed in a status position are eligible for Vacation Leave. Vacation Leave is earned from the first day of employment and may be used after it is earned. Vacation Leave is taken at a time mutually agreeable to the employee and the supervisor.

4.19.1.1   Faculty. Time off Benefits for faculty members with academic year appointments are determined by the academic year calendar. For those faculty members appointed on a fiscal year basis (12 months) reference USY V.A.4.10.2 for accrual rate.

4.19.2   Accrual Rate.

4.19.2.1   The accrual rate for eligible Exempt employees is one and a half (1.5) days per month for the first five years of status employment and two (2) days per month thereafter.

4.19.2.1.1   Exception. For those with a current status employment start date prior to July 1, 2011, the accrual rate will be two (2) days per month.

4.19.3   Flex Year Appointments. Employees with flex year status appointments earn Vacation Leave on a prorated basis.

4.19.4   Maximum Balance. The maximum balance at the end of each month is 45 days. The maximum number of days for payout at termination will be 30 days.

4.19.4.1   Employees promoted or transferred into a new employee classification, i.e., Exempt and Non-Exempt are entitled to carry their accumulated Vacation Leave with them to the new position. In the event an employee is promoted or transferred into a position that does not accumulate Vacation Leave, i.e., an academic year faculty position, the employee will be paid for their accumulated Vacation Leave/ET prior to reporting to the new position. (For conversion of ET to Vacation Leave, see USY V.A.4.9.9)

4.19.5   Vacation Leave Use. Exempt staff members should use Vacation Leave in increments of one-half day or more. Planned use of Vacation Leave must have the approval of the supervisor prior to taking the leave. Vacation Leave may be used without prior approval when personal emergencies prevent prior approval. In such cases, the employee is responsible for notifying the supervisor of the absence due to a personal emergency. If the employee's Vacation Leave includes an approved holiday, they will receive holiday pay, and the time will not be charged as Vacation Leave.

4.19.5.1   Leave Usage. Supervisors are required to grant, at times mutually agreeable, a minimum of nine days of Vacation/Personal Leave per year for employees with less than five years of service from date of hire/rehire and twelve days of Vacation Leave per year for the employees with five or more years of service. Vacation Leave usage is calculated on a fiscal year basis, July 1 through June 30.

4.19.6   Vacation Leave Pay out at Termination including Retirement. Vacation Leave days may not be used to extend employment beyond the last day of work unless an employee or fiscal year faculty member will be a USNH Retiree (as defined in USY V.C.9.2.1) in which case up to ten Vacation Leave days may be used to extend employment from the last day of active service to the effective date of retirement (USY V.C.9.2.2). Upon termination of employment, employees will be paid their accrued and unused Vacation Time in accordance with USY V.C.10.

4.19.7   Vacation Leave during Unpaid Leave. In cases of unpaid leaves of absence, accrued but unused Vacation Leave will be carried forward through the period of the leave. If the employee does not return to work any accrued and unused Vacation Leave will be paid at termination in accordance with USY V.C.10.

4.19.8   Conversion from Vacation Leave and Sick Leave to Earned Time (ET). When an employee transfers, is promoted or reclassified into a non-exempt position, Vacation and Sick Leave are converted using the following procedure:

• Vacation Leave: Ratio 1 full-time day to 8 hours of ET
• Sick Leave (conversion pro-rated depending on years of service)

4.19.8.1   Conversion Table for Transfer of Existing Sick Leave into ET/Sick Pool Days

8.1.4.1.1   If eligible the disability plan may contribute both the employer and employee contributions toward the regular retirement in which the former employee is enrolled. 

Note: All continuation periods of coverage for medical and/or dental run concurrently with COBRA provisions. Employees with less than five years of service are required to pay the full COBRA rate for continued coverage. Employees with five or more years of service are required to pay contributions at the same level as active employees and such contributions are subject to change.

8.1.4.2   If the individual meets the requirements for a USNH Retiree, they receive either retiree MCP coverage through USNH or ARC (see USY V.A.6.2).

8.1.5   Reinstatement. If an employee is able to work following a period of Long-Term Disability, the individual may apply for positions within USNH; and if re-hired, the individual shall receive credit for prior years of service as referenced in USY V.C.11.

8.1.6   End of Disability Payments. When Long-Term Disability income ends, the former employee may elect to receive income according to their retirement plan.

8.1.6.1   If the individual has reached at least age 62, they may be considered a USNH Retiree, if eligible, as defined in USY V.C.9.

8.2   Workers' Compensation while Disabled.

8.2.1   Continuation of Benefits. A status employee will be eligible to continue applicable coverage under the USNH benefits program after 18 months of a qualified disability absence according to the schedule below. (Note: Campus Human Resources Office has the continuation of benefits schedule applicable to individuals employed in status positions prior to 9/1/2002.)

8.2.1.1   Schedule.

Note: All continuation periods of coverage for medical and/or dental run concurrently with COBRA provisions. Employees with less than five years of service are required to pay the full COBRA rate for continued coverage. Employees with five or more years of service are required to pay contributions at the same level as active employees and are subject to change.