Human Resources: Benefits

Mandated Benefits 

Social Security (FICA)
In accordance with federal law, employees contribute a percentage of their salary to Social Security and the University matches this contribution. These percentages are mandated by law and are subject to change. Benefits are determined by the Social Security Administration. (return to Benefits)

Unemployment Compensation
The University has established a reserve account and reimburses the State Employment Division for unemployment benefits paid to former employees in accordance with the laws of the State of Oregon. Employees do not contribute to this fund. (return to Benefits)

Workers’ Compensation
The University provides workers compensation insurance for employees injured while on the job and in fulfillment of regularly assigned duties. Employees are required to report all job-related accidents or injuries to their supervisor immediately and to complete all necessary paperwork associated with the accident or injury. (return to Benefits)

 

University-provided Benefits

Introduction
Summarized below are the benefits provided to employees of the University. The specific benefits and eligibility requirements are governed by official plan documents—see this link for a brief description of benefits as they correspond with employment status. Details of coverage and benefits may be obtained from the Human Resources Office. The University reserves the right to modify coverage and eligibility, change carriers, or terminate benefits as is determined appropriate in the best interests of the University. (return to Benefits) 

Retirement Plan
The University's Defined Contribution retirement plan is available to eligible employees following completion of two years of qualifying employment.

Eligible employees are those who fill a full-time benefit-eligible position.

The University currently contributes 11% of the employee's monthly salary to the retirement plan, which is conducted through TIAA-CREF. Employer contributions vest immediately.

In addition to the regular plan, TIAA-CREF offers a tax-deferred Supplemental Retirement Plan (SRA) (for employee voluntary contributions) which is available to eligible employees from their date of hire.

The University of Portland is happy to announce the implementation of our Auto Enroll service for new employees joining the university on or after July 1, 2012.  The Auto Enroll service enables the university as your plan sponsor to automatically enroll you in our voluntary pre-tax deferral plan at a uniform salary deferral rate of 4% of your salary.  New participant’s contributions will be placed in a Qualified Default Investment Alternative (QDIA) and will receive communication from TIAA-CREF about the plan’s default investment option and educational materials to help them actively select their own investment choices.  Your plan contributions are being automatically invested in a TIAA-CREF Lifecycle Fund selected for you based on your projected retirement date.  Each TIAA-CREF Lifecycle Fund provides a ready-made diversified portfolio using TIAA-CREF mutual funds as underlying investments, which include stocks and fixed income.  (Consult Human Resources) for current limits. To save part of a paycheck for voluntary retirement savings, submit the Supplemental Retirement Annuity form)

For additional information, enrollment forms, and answers to other questions, please contact the Human Resources office. (return to Benefits)

Major Medical and Optical Insurance
All regular full-time and regular part-time employees may choose from several different levels of health care plans with Kaiser Permanente offered by the University. The Kaiser Permanente plans offer major medical and vision coverage. (The dental insurance coverage is a separate benefit—see below)

There are three levels of coverage offered by the University through Kaiser Permanente. The lowest cost level is the basis for the University’s contribution in paying employee premiums. If the employee chooses a higher cost plan, he or she must pay the difference. Premiums are quoted at monthly rates for each level of coverage.

Employee premium costs are paid through a pre-tax payroll reduction each payday. If employment should terminate while enrolled, employees are guaranteed the right to continue coverage for themselves and/or their dependents on a self-pay basis provided they exercise the COBRA conversion plan option within 60 days of leaving the University. Details of the COBRA option are available in the Human Resources Office.

Medical insurance benefits are effective on the first of the month following the employee’s start date. Employees may add dependents at any time. A University-wide open enrollment period between mid-November and mid-December provides the opportunity to change health plans effective January 1st. (return to Benefits)

Dental Insurance
Dental insurance is provided for full-time and benefit-eligible part-time employees and their eligible family members on the first of the month following the employee’s start date. Full-time employees receive this benefit at no cost. Part-time employees pay a pro-rated share of the monthly premium. Dental insurance plans are available from Kaiser Permanente or Standard Insurance Company.  (return to Benefits)

Group Life Insurance
The University provides group term life insurance for full-time employees at no cost to the employee. Coverage is equal to 1.5 times annual salary, rounded up to the next highest thousand, with a minimum benefit of $25,000 and a maximum benefit of $100,000. Employees are eligible for this coverage on the first of the month following their start date. A brief enrollment form must be completed before coverage can begin.

Additional coverage for employees and their immediate family members is available from the same insurance carrier through a payroll deduction plan. (return to Benefits)

Long-term Disability Insurance
This coverage is provided at no cost to full-time employees on the first of the month following their start date. Coverage is designed to continue an employee's income in the event an accident or illness that is not work-related causes the employee to become partially or fully disabled. Benefit payments, equal to 60% of monthly salary, begin 90 days following the onset of partial or total disability. (return to Benefits)

Employee Assistance Program
The University's Employee Assistance Program is available to all full-time and benefit-eligible part-time employees and their dependents. The program is designed to assist employees and their family members who may be experiencing problems in their personal life such as marital strife, legal or financial stress, mental illness, emotional problems, family conflict, and the effects of alcoholism or drug abuse.

The University has contracted with an employee assistance firm called EASE (Employee Assistance Services Enterprises) located in Portland. EASE counselors are always available for immediate counseling or referral to other professionals if necessary. These services are provided free of charge to employees and their family members and are completely confidential.

Employee Assistance Program brochures are available at several locations on the campus. EASE may be reached by dialing 503-228-3223 or 1-800-654-9778 or by following this link.

Whistleblower Resources through EASE:
A Workplace Ethics Hotline for University of Portland employees has been established with the cooperation of E.A.S.E - our employee assistance program sponsor. The hotline (1-800-915-9676) is available on a 24/7 bases and is the first of two planned events to introduce our employees to the concept of compliance with workplace behavior issues including ethical practices in work, business and employment. When fully implemented, the University’s participation in a Workplace Ethics Program will provide ethical training and reporting for employees, whistleblower provisions, a confidential hotline for employee use in reporting suspected violations, and a commitment from the University to investigate all complaints in a fair, impartial, and non-retaliatory manner.

Employees using the hotline will have their calls answered by a voice mail box informing them they have reached the “Workplace Ethics Hotline” for the University of Portland. Employees may report suspected violations of University policies, workplace guidelines, ethical standards of behavior, or other similar concerns. E.A.S.E. will screen out calls that are not appropriate and/or sound like gripes, venting, or other similar emotions. Calls accepted by Hotline counselors will be forwarded to the HR office if they involve staff and to the Provost’s Office if faculty are involved. The University has 14 days to respond. 

Employees seeking more information about this new program should contact Andy Sherwood by phone at x8981 or by email.  (return to Benefits)

Home Purchase Grant Program
The University provides a special, forgivable grant to assist employees with the purchase of a home in several North Portland neighborhoods. Grants range from $15,000 to $10,000 and are forgiven over a period of 5 years.

The Home Purchase Grant Program  is intended to help recruit and retain employees; strengthen neighborhoods and stimulate economic growth and stability in the North Peninsula area; decrease commuting and parking on campus and encourage alternate transportation; and to help meet goals to improve air quality, reduce parking, and encourage healthier lifestyles for employees.

The grant includes all homes within the boundary of the Employee Home Purchase Program for sale at $400,000 or less. Home Purchase Grants will be forgiven over 5 years of continuing employment with the University, amortized on a straight-line basis over the 5 years. In the event the property is sold, or no longer occupied by the employee, or employment with the University ceases within 5 years from the date of purchase, the unamortized amount is repayable to the University.

The grant is available to full-time employees who have completed their probationary hiring period, are in good standing, and have not received nor been subjected to disciplinary warnings in the previous twelve months. Current or newly hired employees who already own homes within the Home Purchase Program boundary area are not eligible for participation in this program.

As an incentive to reduce the number of trips from home to campus by private motorized vehicle, the amount of the grant is greater the closer the home is to campus. Employees benefiting from this grant are encouraged to make a number of their trips to and from campus by means other than a car or truck (walk, bicycle, transit, etc.). (return to Benefits)

Tuition Remission 

Tuition remission benefits for employee course work:

Eligible employees who have completed 90 days of continuous full-time employment may take 6 credits (2 three-credit courses) undergraduate or graduate each semester (fall, spring, summer) for a total of 18 credits per year at 95% tuition remission, Assistant hall directors can take seven credits each semester for a total of 14 credits per year at 100% tuition remission in the Fall and Spring semesters. Credits taken beyond the credit limit per semester for tuition remission will be charged at the standard rate. If you would like to obtain tuition remission benefits, you will need to apply for tuition remission each semester you are taking courses. You are encouraged to request remission in advance with the following recommended schedule; Fall term – by July 1st,  Spring term – by November 15^th,  Summer term – by April 5^th.  It is required that remission requests are approved at least 2 weeks before the first class, or late charges may be applied to your account. There is a separate application form for undergraduate course work and graduate course work tuition remission. Any graduate level tuition remission benefit will be taxable to the employee on the value above $5,250 for attempted credits and subject to applicable withholdings and will be reflected on the W2 of the tax year the remission was applied. Time away from an employee’s regular work day must be approved in advance by the supervisor. Tuition exchange at other universities is not available to employees.  See the Tuition Remission Policy Summary for further details.

Graduate Remission FAQs
Tuition Remission Tax Impact

Tuition remission benefits for employee spouse course work:

Spouses of eligible employees who have completed 2 years of continuous full-time employment may take 6 credits (2 three-credit courses)  undergraduate or graduate courses per semester (fall, spring, summer) for a total of 18 credits per year at 95% tuition remission. The full amount of graduate remission awarded to spouses is taxable income to the employee and will be shown on the employee's W-2 statement and subject to applicable withholding. Credits taken beyond the six-credit limit per semester for tuition remission will be charged at the standard rate. If an employee would like to obtain tuition remission benefits for their spouse, they will need to apply for tuition remission on behalf of their spouse each semester courses are taken. You are encouraged to request remission in advance with the following recommended schedule; Fall term – by July 1st, Spring term – by November 15^th, Summer term – by April 5^th.  It is required that remission requests are approved at least 2 weeks before the first class, or late charges may be applied to your account. There is a separate application form for undergraduate course work and graduate course work tuition remission. Tuition exchange at other universities is not available to spouses. See the Tuition Remission Policy Summary for further details.

Graduate Remission FAQs
Tuition Remission Tax Impact

Tuition remission benefits for employee dependent child:

For eligible employees who have completed 2 years of continuous full-time employment, the tuition remission benefit is to provide an opportunity for dependent children to obtain a single undergraduate degree. If a degree has not been obtained within 150 attempted credit hours, or within a continuous 5-year period, the benefit will expire.  Dependent remission is subject to all Financial Aid rules & policies; academic suspension, financial aid suspension, or an accommodation plan will not extend this benefit. Graduate-level coursework is not included in remission. The employee’s dependent child may be eligible for tuition exchange at other universities—please see the Dean of Admissions to apply. Overseas programs remission is not available to tuition exchange students attending UP.  See the Tuition Remission Policy Summary for further details. To receive remission, employees must apply for the benefit  on the following recommended schedule; Fall term – by July 1st, Spring term – by November 15^th, Summer term – by April 5^th. It is required that remission requests are approved at least 2 weeks before the first class, or late charges may be applied to your child's account.

Flexible Spending Account
Flexible Spending Accounts enable an employee to pay for certain out-of-pocket medical and dependent care expenses that are not covered by insurance by setting aside a pre-determined amount from their salary each payday on a pre-tax basis. Such funds may then be used as reimbursement for these out-of-pocket expenses. For more information about the flexible spending account please follow this link.

University employees may participate in our Flexible Spending program by submitting a completed enrollment form to the Payroll Office. (return to Benefits)

Vacation  

Vacation days are earned beginning the date of employment at the appropriate accrual rate based on years of service noted in the schedule shown below. Each month in which you work 11 days or more counts as continuous employment for purposes of accruing vacation.

Period of Continuous Employment       Annual Vacation Time Accrued
Date of hire to end of 4^th year                  10 days/ 2 weeks
Start of 5^th year to end of 8^th year            15 days/ 3 weeks
Start of 9^th year and beyond                     20 days/ 4 weeks

Employees who have completed 90 days of employment are eligible to use vacation. In no event can vacation use in any year exceed your accrued vacation amount. Vacation time does not accrue should your employment terminate prior to three months from date of hire. You may not accumulate vacation  hours greater than a two year accrual. Once your vacation hours reach the maximum accrual you will cease to accrue vacation hours until some vacation time has been used. You will not be compensated for vacation time earned but not taken in the prescribed manner.

Employees at the Senior Administrator level follow the same vacation policy stated above except the amount of vacation allotted each fiscal year (or portion thereof) will be equal to 20 days/4 weeks from date of hire or appointment as a Senior Administrator.  (Return to Benefits)

Holidays

There are six paid holidays each year. The paid holidays are:

• Good Friday                          
• Memorial Day           
• Independence Day
• Labor Day
• Thanksgiving Day and the following Friday

In addition to these paid holidays, the University also offers a paid winter break between Dec. 24 (Christmas Eve) and Jan. 1 (New Year’s Day). The days between Christmas and New Year’s Day are considered paid time off during winter break.

Any adjustment for a holiday that falls on a regularly-scheduled day off is determined by the Director of Human Resources. It is normal procedure to consider either the day before or the day after a weekend holiday occurrence as the paid holiday. The schedule of holidays for the upcoming year will be distributed each November. (Return to Benefits)

Sick Leave

The University provides paid sick leave for employees who cannot be at work because of personal illness, injury or medical/dental appointments. Following is an outline of University sick leave policy. Questions should be directed to the Human Resources Office.

Eligible Employees
Regular full-time and part-time employees within the ranks of office/clerical, service/maintenance, monthly salaried staff, and senior administrative positions may participate.

Accumulation
Eligible employees accumulate sick leave as follows:

• Regular full-time: one day per month
• Regular part-time: pro-rated based on full-time equivalency

Use of sick leave
Accumulated sick leave can be used when you are unable to work because of an illness or injury, except as otherwise authorized. Your immediate supervisor must be notified before the start of your shift, or you must comply with other established departmental procedures, if you are sick or injured and will not be reporting to work as expected. In cases where advance notice is not possible, notice should be provided as soon as possible.

Absence for doctor and dentist appointments may also be charged to sick leave. Such appointments should be scheduled for the start or end of your normal workday and should be scheduled in such a way as to minimize the amount of time spent away from the job. In the case of medical or dental appointments, approval must be obtained from the immediate supervisor in advance whenever sick leave is to be used for such purposes.

Absence from work because of illness or injury is subject to reasonable verification. Satisfactory evidence of the ability to resume work at the conclusion of a physical illness may also be required. Absences due to illness or injury that exceed accumulated sick leave will be charged to accumulated vacation or must be taken as time off without pay.

Sick leave may also be used to care for the short term medical needs of your immediate family. Temporary illnesses or medical and dental appointments of your immediate family are included. The same notification and approval procedures must be followed in these situations as for personal illnesses or appointments. Sick leave may not be used for household or non-medical purposes. Abuse of sick leave privileges will be considered "excessive absenteeism" and will be cause for disciplinary action up to and including termination.

Buy-back at Termination of Employment
The buy-back program is intended to encourage the responsible use and accumulation of sick leave days. An employee may participate in the program to the extent they qualify whenever termination of employment occurs because of voluntary retirement, voluntary resignation or a lay-off or reduction in force. Employees terminated for cause or other disciplinary reasons are not eligible to participate in the buy-back program. Follow this link to learn more about the buy-back schedule for accumulated sick leave.  (Return to Benefits)

The following information outlines the type of leaves of absence available to University employees. Employees are encouraged to schedule an appointment in advance (when possible) with Stacey Watanabe , HR Employee Relations Specialist, to discuss the situation and walk through the leave of absence procedures. 

 

Policies Governing all Leaves of Absence:

Documentation

Failure to provide required written notice and supporting documentation may result in denial of leave or leave not being protected under applicable leave laws. “Leave of Absence Notice” forms are available online .

Outside Employment

An employee on an approved leave of absence may not work for another employer or be self-employed without prior authorization from the University. 

Return to Work

If an employee fails to return to work at the expiration of the approved leave, the University will assume that the employee has resigned.