Chapter Eleven: Faculty Benefits

11.0 Faculty Benefits

Eligible faculty members are required to participate in a group life insurance plan, a retirement plan, and disability plan. Selection of required benefits must occur within 60 days of employment. Contact Human Resources for information. In the event of any changes in third-party benefits, vendor information is immediately available in the “Benefits” section of the Human Resources website.

11.1 Health Insurance

Health insurance is an optional program available to all full-time and eligible part-time faculty and staff members. Coverage is offered for the member’s spouse and for eligible dependents through the end of the calendar year that they reach age 26. Employees may participate in the state employees’ health insurance plans by contacting the Human Resources Service Center.

For employees who work at least .75 FTE the employer pays a major portion of the employee’s health care premium. Employee plus one and family coverage is also available under this plan. Employees whose FTE is between .50 and .74 are eligible to enroll in a health care plan, however the employee pays 100% of the premium.

Newly eligible employees (newly hired or rehired) must request enrollment within 30 calendar days to enroll in a health plan and/or flexible spending accounts (FSA) offered by the state. If the enrollment action is received within the 30-day calendar timeframe, coverage will be effective the first of the month coinciding with or following the date of employment. The 30-day countdown period begins on the first day of employment. For employees whose employment starts on the first day of the month, and who have completed an application within 30 calendar days, the coverage will begin on their date of hire.

Status changes to an eligible position have up to 60 calendar days to enroll in a health plan offered by the state. The 60-day countdown period begins on the date of the status change. Coverage will be effective on the first of the month following receipt of the request or following the event, whichever is later. When the later date is the first of the month, changes are effective that day.

Enrollment or enrollment changes cannot be made outside of the open enrollment period unless there is a qualifying mid-year event such as marriage, divorce, birth, or adoptions. Enrollment must be made within 60 calendar days of the qualifying event.

Open enrollment is usually held during the month of May each year for employees desiring to enroll or to make changes in their health care program. Any enrollment or changes made during open enrollment are effective on July 1.

11.1.1 Health Flexible Spending Account

Salaried faculty members who work at least 20 hours per week (.50 FTE) are eligible to enroll in the commonwealth’s health flexible spending account (FSA), which allows them to set aside part of their income on a pre-tax basis and then use that money to pay for eligible out-of-pocket health care expenses for themselves, a spouse, and dependents. The minimum that may be set aside is $10 per pay period; the annual maximum is established by the IRS and may change from year to year. A monthly pre-tax administrative fee does apply.

New faculty (with the exception of transfers from other state agencies) must request enrollment within 30 calendar days to enroll in the health FSA. Each year during open enrollment in the spring, faculty may renew FSA accounts or elect to enroll for the first time. Changes made during open enrollment are effective the following July 1. Certain qualifying mid-year events may be made outside the open enrollment period if the request for change is made within 60 calendar days of the qualifying event. Contact the Human Resources Service Center about specific qualifying mid-year events for family status change.

11.1.2 Dependent Care Flexible Spending Account

Salaried faculty who work at least 20 hours per week (.50 FTE) are eligible to enroll in the commonwealth’s dependent care flexible spending account (FSA), which allows them to set aside part of their income on a pre-tax basis to pay for eligible dependent care expenses throughout the coverage period for the care of a child, disabled spouse, elderly parent, or other dependents who are physically or mentally incapable of self-care so that the faculty member (and spouse) can work or actively seek work. The minimum that may be set aside is $10 per pay period; the annual maximum is $5,000 per year established by the IRS and may change from year to year. A monthly pre-tax administrative fee does apply.

New faculty employees (with the exception of transfers from other state agencies) must request enrollment within 30 calendar days to enroll in the dependent care (FSA). Each year during open enrollment in the spring, faculty may renew FSA accounts or elect to enroll for the first time. Changes made during open enrollment are effective the following July 1. Certain qualifying mid-year events may be made outside the open enrollment period if the request for change is made within 60 calendar days of the qualifying event. Contact the Division of Human Resources about specific qualifying mid-year events for family status change.

11.2 Group Life Insurance (required employee participation)

Participation in the group life insurance program is required of all full-time and part-time salaried faculty members. Consult Human Resources Life Insurance web page. The university pays the monthly premium and coverage is effective on the first day of employment.

A faculty member who leaves the university may convert the term insurance policy to a private policy if the request is made within 31 days after termination.

Per IRS requirements, life insurance in excess of the established excludable limit, in a calendar year, is taxable to current employees and those eligible for retirement upon separation.

11.2.1 Term Life Insurance

Optional term life insurance for the faculty member, the spouse, and children is available through the optional term life insurance program. If you apply for optional term life insurance within 31 days from the date of employment, you may receive all options, up to a maximum death benefit of $400,000, without medical underwriting. Coverage may be applied for outside of the 31 days, but medical underwriting will be required. The coverage is provided by Securian Financial.

11.2.2 Whole Life Insurance

After the initial enrollment period in 2015, only new hires and those who initially elected to take at least a minimum $5,000 policy will be allowed to add to their coverage on a guaranteed basis. New York Life whole life insurance is an optional program available to full time faculty and staff members who meet eligibility requirements.

Employees can purchase a minimum $5,000 to a maximum $100,000 of death benefit on a guaranteed issue basis. Spouses, domestic partners, children, and grandchildren are eligible for a minimum $5,000 and maximum $25,000 of death benefit with no medical questions if the employee participates.

11.2.3 Long-Term Care Insurance

Genworth Life Insurance Co. offers long-term care insurance coverage, under the Commonwealth of Virginia Voluntary Group Long Term Care Insurance Program, which assists with costs related to long-term care services such as nursing home care or at-home care to assist with bathing, eating or other activities of daily living which may not be covered by most medical plans. Participant-paid coverage provides a monthly benefit allowance for covered long-term care expenses. Employees do not have to be a VRS member to be eligible, and family members may also apply for coverage.

11.2.4 Supplemental Insurance Plans

Aflac offers several supplemental insurance plans that pay cash benefits to help with expenses due to injury or illness. The cost of these plans will vary based upon the level of benefits purchased. The benefits are pre-determined and paid regardless of any other insurance that an individual may have. Aflac offers the following plans: accident plan, cancer plan, critical care, hospital protection, and short-term disability. Aflac is an optional program available to faculty and staff members on at least a half-time appointment.

New hires may enroll within 30 days and all other changes may be made during open enrollment, which for this benefit is held annually during the month of September.

11.2.5 Accidental Death and Dismemberment Insurance

Accidental death and dismemberment insurance is an optional program available to faculty and staff members on at least half-time appointment. The policy is with Zurich.

Accidental death and dismemberment insurance is available in multiples of $5,000, in a range of benefits from $10,000 to $250,000. The employee pays the entire premium. Coverage is effective on the first day of the month following the month in which the application is received by Human Resources. An employee may enroll at any time in this program.

This coverage has full 24-hour, 365-days-a-year protection against accidents occurring during business or pleasure. The insurance includes accidents whether on or off the job, occurring in or away from the home, or traveling by public or private transportation. The benefits provided under this plan are payable in addition to other insurance that may be in effect at the time of accident. There are no geographical limits on this coverage. This policy also provides travel-assist coverage at no additional cost.

11.3 Retirement Plans (required employee participation)

All eligible faculty members are required to participate in a retirement plan and must choose either the Virginia Retirement System (VRS) or the Optional Retirement Plan (ORP) within 60 days of employment. If no choice is made, the default is the VRS Hybrid Plan (or other applicable VRS plan option) and will include enrollment in the Virginia Sickness and Disability Program. Consult the Retirement page on the Human Resources website for resources on retirement plans.

Part-time salaried faculty members working half-time, or more are eligible to participate in either the ORP or the VRS to the extent permitted by the VRS.

The Virginia Retirement System (VRS). Consult the Human Resources Virginia Retirement System webpage for information on eligibility, Plans 1 and 2, the Hybrid Retirement Plan, separation from the university, purchasing prior service, investment options, and Social Security. All VRS contributions are subject to applicable compensation and contribution limits per the Internal Revenue Code (IRC).

Optional Retirement Plan (ORP). Consult the Human Resources Optional Retirement Plans webpage. Contributions are subject to applicable compensation and contribution limits per the Internal Revenue Code. For faculty members hired before July 1, 2010, the university contributes 10.4% of base salary. No employee contribution is required. For faculty members hired on or after July 1, 2010, the university contributes 8.5% of base salary and the employee contributes 5% of their base salary.

11.3.1 Tax-Deferred Investments/Deferred Compensation/Cash Match

These programs offer opportunities for employees to invest a portion of their salaries and/or wages on a pre-tax or post-tax basis. Full-time or part-time salaried faculty and staff may be eligible for the employer-paid cash match program.  Information is also available on the Human Resources website under Human Resources Retirement page.

11.4 Workers Compensation Program

All employers are required to provide protection to their employees for job-related injuries, illnesses, or loss of life. The purpose of the workers’ compensation program is to ensure that all university employees with injuries or illness arising out of and during the course of employment with the university are offered fixed, certain, and speedy relief. The Commonwealth of Virginia workers’ compensation services are provided by Managed Care Innovations, LLC, Workers’ Compensation Department, P.O. Box 1140, Richmond, VA 23208-1121.

11.4.1 Reporting Work-Related Injuries

In the event of a job-related injury or illness, Policy 4415, “Workers’ Compensation,” provides procedures the employee and supervisor should follow. An injured employee is required to report an accident or illness to the direct supervisor as soon as possible. Once an employee reports a job-related injury, the supervisor must file the employer’s accident report within 24 hours of the occurrence. A claims adjuster from Managed Care Innovations, LLC, the university’s worker’s compensation carrier, will be assigned to handle the claim.

11.4.2 Unemployment Insurance

All employees of the university are covered by unemployment insurance. If for some reason employees become unemployed by no fault of their own, they may qualify for this insurance. If employees lose their jobs, they should contact the Virginia Employment Commission immediately to file an unemployment claim.

11.5 Disability (required employee participation)

Selection of a disability plan is required within 60 days of employment.  No selection results in defaulting in VSDP. Information on short and long-term disability is available on the Disability page of the Human Resources website. Faculty members who enroll in the Optional Retirement Plan (ORP) will be placed in Virginia Tech’s faculty sick leave plan. Faculty members who enroll in the Virginia Retirement System (VRS) will choose between the Virginia Tech faculty sick leave plan or the Virginia Sickness and Disability Plan (VSDP).

Long-term disability insurance provides income replacement based on 60% of the pre-disability salary after a six-month period if the employee is deemed disabled. These benefits may be offset by Social Security and federal retirement (if applicable). The maximum and minimum monthly benefits are outlined on the Disability page of the Human Resources website.

Faculty members on regular appointments. Faculty members on regular appointments who select the Virginia Tech Faculty Sick Leave Plan in lieu of the Virginia Sickness and Disability Program (VSDP) are provided with 1040 hours (based on 1 FTE) of sick leave at the time of employment. This equates to six months of income protection i.e. short-term disability coverage. After short-term disability is exhausted the faculty long-term disability program takes effect and provides disability income to age 65 or for five years if over age 60 at the onset of disability (consult the Disability page of the Human Resources website).

Faculty members enrolled in the Virginia Retirement System may participate in the Virginia Sickness and Disability Plan (VSDP) which provides short-term disability for six months and long-term disability to age 65 or later depending on age at the time of disability. There is a one-year waiting period from the date of employment to be eligible for the VSDP short- and long-term disability benefits. The selection for coverage under VSDP is irrevocable.

Faculty members who default into the VRS plan will be placed in the VSDP.

Faculty members on restricted appointments. Faculty members on restricted appointments not enrolled in the Virginia Sickness and Disability Program (VSDP) are automatically enrolled in a short-term disability plan administered by a third party. While on an approved short-term disability leave, the restricted faculty member is provided with 60% of their salary for up to six months after an initial seven-day period. Employees who are considered disabled after six months will transition into the faculty long-term disability plan.

Faculty members on restricted appointments who selected coverage under VSDP and converted to a regular faculty appointment on or after September 1, 2017, are required to remain in the VSDP.

11.6 Holidays

Consult the Human Resources Holidays and Winter Break webpage for information. Holidays observed by faculty members are New Year’s Day, Martin Luther King Jr. Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving Day and the day following, Christmas Day, the four days comprising winter break between December 25 and January 1, and other holidays that the governor may designate. If faculty members are required to work on these days due to extenuating circumstances as determined by the department head, chair, school director or appropriate supervisor, or if they are designated as emergency personnel, they may use compensatory leave at a later date. Compensatory days do not accrue as annual leave.

11.7 Leave

Consult the Faculty Leave webpage on the Human Resources website. Several types of leave, with or without compensation, are available. The types of leave available are contingent on the type   of appointment: regular or restricted, calendar year (CY) or academic year (AY), full or part-time, and years of service to the university.

Leave Reporting. Consult department, school, or administrative unit for information on leave reporting. A link to the Leave and Time Worked Reporting System (password protected) is on the Human Resources Leave page. Information on reporting leave is available on the Reporting Your Leave page on the Human Resources website.

11.7.1 Annual Leave

Consult the Human Resources Faculty Leave page for information. Annual leave must be earned before it is used. Approval of the department head, chair, school director or supervisor is required in advance of using annual leave.

Faculty members with accrued annual leave who temporarily change their status (for example, going on leave without pay or changing to a part-time appointment for a short period of time) should contact Human Resources to discuss their options and indicate their preference for either payout of their leave balance or retention of their leave balance until they resume full-time status.

Academic Year (AY) Appointment. Faculty members on academic year (AY) appointments do not earn or accrue annual leave. Administrative and professional (A/P) faculty members on regular, academic year (AY) appointments earn annual leave only during the period of their appointment and at the same rate as A/P faculty members on a regular, calendar year (CY) appointment.

Academic Year (AY) Faculty with Research Extended Appointment. Faculty members on research extended appointment earn annual leave proportional to their appointment. However, unused annual leave is not compensated at the time of reconversion or separation from the university.

Calendar Year (CY) Appointment. Faculty members on a calendar year (CY) appointment earn two days (16 hours) of annual leave per month. After 20 years of continuous employment by the commonwealth, 18 hours of annual leave are earned per month.

Faculty members on calendar year regular (CY) appointments, may carry forward accrued annual leave to a maximum of 36 days (288 hours) at the beginning of each leave year or may be paid up to the maximum on termination of employment. After 20 years of service, the maximum accrued leave carried forward or paid upon separation becomes 42 days (336 hours).

Faculty members on regular, CY appointments are eligible to donate annual leave hours to the leave sharing program. Only full-time and part-time salaried staff employees may be recipients of leave sharing.

Calendar Year (CY) Faculty on Research Leave. Calendar year (CY) faculty members on research leave earn annual leave at a rate that is half their usual annual leave earnings.

11.7.2 Sick Leave

Faculty members are encouraged to talk with an HR professional to discuss the use of sick leave for extended absences. Consult the Human Resources website Faculty Leave webpage. The types of leave available are contingent on the type of appointment, regular or restricted, calendar or academic year, full or part-time. Department heads, chairs, school directors, deans, and other supervisors are urged to be flexible within existing university policy in responding to the need for leave or temporary adjustment of duties for family-related reasons.

Plans include the Virginia Tech Faculty Sick Leave Plan, the Faculty Family Sick Leave Plan (excludes faculty members in the Virginia Sickness and Disability Program), and Faculty Family Leave.

11.7.3 Family and Medical Leave Act (FMLA)

For detailed information and FMLA-required forms consult the Human Resources FMLA webpage. Faculty members are encouraged to discuss the use of FMLA with the appropriate Human Resources Representative. Eligible faculty members are granted unpaid family or medical leave for one or more of the following: birth of a child; placement of a child with the faculty member for adoption or foster care; the care of an immediate family member (child, spouse, parent) who has a serious health condition; or a serious health condition that makes the faculty member unable to perform the position’s function. Prior to leave approval, the department head, chair, school director, or supervisor may require documentation of the health condition necessitating care of a family member by the employee or the employee’s own health condition.

11.7.4 Paid Parental Leave

The commonwealth provides eight (8) weeks (320 hours) of paid parental leave to employees on a regular or restricted appointment and a minimum of twelve (12) consecutive months of employment. The paid parental leave policy is in addition to other leave benefits available to commonwealth employees. If both parents are eligible employees each shall receive parental leave which may be taken concurrently, consecutively, or at different times within six (6) months.

11.7.5 Leave without Pay or Leave of Absence

Consult Human Resources Leave without Pay webpage and Leave of Absence webpage. Eligible faculty members may be granted leave without pay for up to one year (academic year or calendar year depending on type of appointment) guaranteeing their job during the period of leave. A second year of leave without pay may be requested and approved in unusual cases. Approval by the provost or the Office of Research and Innovation is required.

11.7.6 Educational Leave

Consult Policy 4800 “Tuition Benefits Program for Salaried Employees” and policy 4810 “Educational Leave for Employees. Consult policy 4810 Educational Leave for Employees. An Educational Leave Request Form is available on the provost’s website. Contact Faculty Affairs in the provost’s office for additional guidance.

11.7.7 Military Leave

Consult the Human Resources “Other Leave Types” webpage for information and contact Human Resources for guidance and a full description of military leave benefits, conditions, and reinstatement. Military leave is available to all faculty members including those on restricted, wage, or adjunct appointments. Faculty members are eligible for leave with pay for 21 days including an additional day for a physical in a federal fiscal year (October 1 through September 30) for military duty, including training, if they are members of any reserve component of the Armed Forces or the National Guard. Twenty-one days of paid military leave plus an additional day for a physical is the maximum allowable for one tour of duty, even when that tour encompasses more than one federal fiscal year. Employees may use accrued annual leave to continue their pay while on military leave. Employees are granted unconditional leave without pay for the duty indicated in their military orders that is not covered by military leave with pay. To qualify for military leave, faculty members must furnish their department head, chair, school director and Human Resources with copies of their orders.

Employees are reinstated to their previous positions or to positions comparable to their previous positions provided that certain conditions are met. Requests for reinstatement must be made to Human Resources and should state that the individual is seeking reinstatement to employment upon return from military service. If the military leave was for a period of 31 to 180 days, the employee must apply for reinstatement within 14 days of discharge. If the military leave was for a period of 181 days or more, the employee must apply for reinstatement within 90 days of discharge.

11.7.8 Civil Administrative Leave

Consult the Human Resources “Other Leave Types” webpage for information. If a faculty member is called for jury duty, subpoenaed, or summoned to appear in court, this absence may be charged to administrative leave, except when a defendant in a criminal or civil case. This leave should be requested before it is taken. Any time spent in court as a defendant in a criminal or civil case must be charged to annual leave, compensatory leave, or leave without pay. Faculty members receive full pay for administrative leave provided a copy of a subpoena or other supporting document accompanies the leave report.

Administrative leave with pay is not granted for more time than required for the purpose for which it is taken. Any additional administrative leave taken on the same day must be charged to leave without pay or appropriate leave balances and reported in the monthly leave report.

Faculty members are granted administrative leave to attend work-related hearings as a witness under subpoena or regarding a personal claim. Administrative leave may be used when called to serve on councils, commissions, boards, or committees of the commonwealth. Administrative leave is not used if a faculty member is serving as an official representative of the university. The time is treated as part of the faculty member’s regular work hours.

11.7.9 Disaster Relief Leave

Department heads, chairs, school directors, and supervisors may grant release time to faculty members when they are formally called to provide disaster relief services because of their specialized skill or training. Release time for faculty is not recorded in the leave system. For audit purposes, a record of time off should be noted in the faculty member’s departmental or school file, along with the written request.

11.8 Part-time Employment

Faculty members on regular appointments may request consideration for part-time employment at proportional pay. Assigned responsibilities, including service assignments, will vary depending on the needs of the individual and the department or school and should be discussed in advance. The department head, chair, school director, or supervisor may require the faculty member to be assigned different responsibilities or transferred to another position at the same salary to accommodate the intermittent leave or reduced schedule.

11.9 Employee Assistance Program

The Employee Assistance Program (EAP) is a counseling and referral service available to faculty and staff to help deal with a range of problems that might have an impact on their work lives as well as personal lives. The EAP provides confidential short-term intervention, assessment, and referral services for benefitted employees. Employees may self-refer to the EAP. A supervisory referral can be made when a work performance or work site problem exists. Supervisors must consult in advance with Employee Relations in Human Resources on appropriate ways to address the issue with the employee.

The Employee Assistance Program is part of the health benefits program provided by the Commonwealth of Virginia, which contracts with a provider of mental health and behavioral management services. The contract provides employees with several free counseling sessions with a mental health professional certified by the approved EAP contractor. The cost of additional services, beyond the specified number of free sessions, is the responsibility of the employee.

With appropriate approvals by senior administrators, an employee may be referred for a mandatory fitness-for-duty examination in cases where the employee poses a hazard or risk to self or others, or if a determination of the employee’s medical or psychological fitness to perform the essential job functions is needed. A supervisor who is considering a mandatory EAP referral must first have the approval of the vice president for human resources or designee, as well as the relevant vice president or designee for faculty.

11.10 Legal Resources

Legal Resources is an optional benefit that may be purchased which provides comprehensive legal services and representation for the employee, spouse and dependent children paid at 100% for the most often-needed legal services. Other services are offered at a 25% discount. New employees may enroll within 60 days of employment and all other changes to coverage may be made during open enrollment, which for this benefit is annually during the month of September.