Benefits

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Benefits

Annual Leave

Effective Date: 10/01/2005

Purpose:
To provide a period of vacation in recognition of the need of employees for rest and relaxation and to encourage continued employment and reward continuous service.

Policy:
Annual leave is earned in varying amounts for each month an employee is in a pay status with the College. Annual leave is accrued and accounted for beginning on an employee’s date of hire and continued on each subsequent anniversary date. Employees shall earn annual leave as follows beginning with the most recent date of hire:

1. Regular staff non-exempt employees whose normal work week is 37.5 hours per week shall earn annual leave at the rate of 6.3 hours per month during the first five (5) years of employment and at the rate of 9.4 hours per month beginning on the employee's fifth anniversary of employment date and at the rate of 13.1 hours per month beginning on the employees fifteenth anniversary of employment date. A maximum of ten (10) days may be accumulated during the first five (5) years of employment, a maximum of fifteen (15) days during the fifth through the fourteenth anniversary of employment dates, and a maximum of twenty-one (21) days per year thereafter.

2. Regular staff non-exempt employees whose normal work week is forty (40) hours per week shall earn annual leave at the rate of 6.7 hours per month during the first five (5) years of employment and at the rate of 10 hours per month beginning on the employee's fifth anniversary of employment date, and at the rate of fourteen (14) hours per month beginning on the employees fifteenth anniversary of employment date. A maximum of ten (10) days may be accumulated during the first five (5) years of employment, a maximum of fifteen (15) days during the fifth through the fourteenth anniversary of employment dates, and a maximum of twenty-one (21) days per year thereafter.

3. Regular staff exempt employees shall earn annual leave at the rate of 13.75 hours per month beginning on the first date of employment and shall accumulate a maximum of 165 hours per year, and a maximum two year accumulation of 330 hours.

4. Regular staff exempt employees whose normal work week is forty (40) hours shall earn annual leave at the rate of 15.00 hours per month beginning on the first date of employment and shall accumulate a maximum of 180 hours per year, and a maximum two year accumulation of 360 hours.

5. Regular part-time employees shall earn annual leave on a pro-rata basis based on the percent of time worked.

A maximum of two (2) year’s annual leave may be carried forward from one year to the next. All annual leave not taken in a timely manner will be forfeited. UNDER NO CIRCUMSTANCES MAY AN EMPLOYEE EARN AND ACCUMULATE MORE THAN THE TOTAL AMOUNT OF ANNUAL LEAVE THAT CAN BE EARNED IN A TWO (2) YEAR PERIOD FROM ORIGINAL DATE OF HIRE.

Upon termination of employment for any reason employees will be compensated for earned but unused annual leave in accordance with the above provision.

In the event of the death of an employee while in an active pay status, earned but unused annual leave shall be paid in a lump sum to the person legally entitled thereto.

Payment for annual leave shall be made at the employee’s base rate of pay and shall not include any premiums or allowances.

An employee is eligible to take annual leave when earned; requests for annual leave should be submitted to the unit head as far in advance as possible in order that proper arrangements may be made to accommodate the absence from work of the employee.

Last updated June 1, 2009

Annual Leave Donation

Effective Date: October 10, 2005
Revised Date: June 1, 2009

Purpose:
Allows for employees to donate accrued annual leave to fellow employees who have experienced a catastrophic illness or injury to self or an immediate family member, or death of an immediate family member.

Policy:
Eligibility to Receive Annual Leave Donation

To be eligible, an employee:

1. Must be a regular fulltime or part time employee in good standing;

2. Must be eligible to earn annual leave;

3. Must have exhausted all forms of paid leave (i.e., annual, sick);

4. Must have passed their first ninety (90) days of employment;

5. The employee or immediate family suffers from a serious medical hardship or catastrophic illness or injury which requires inpatient, hospice or residential health care;

6. Immediate family is defined as a spouse, parent or child, spouse of a child, brothers, sisters, grandparents, grandchildren, and other immediate in-laws. Requests for family members other than those identified will be reviewed on a case by case matter.

Employees are ineligible to apply for this benefit or continue use this benefit if they are receiving, or have applied to receive, workers' compensation benefits, or have been medically released by their treating physician to return to work.

Employees are ineligible to use this benefit during any disciplinary suspension periods.

Administration
The Department of Human Resources is responsible for coordinating donations, reviewing applications and authorizing eligibility. In determining eligibility, the Department of Human Resources shall review the recipient employee's application and verify the exhaustion of all paid leave. Medical information may be requested for review.

The final determination of eligibility and distribution of donated leave will be approved by the Vice President of Finance and Administration, and shall not be subject to the College’s grievance procedure.

Donations
Donations are limited to annual leave time only (sick time is excluded).

Annual leave time can be donated in increments of hours, and will be deducted from the donor’s accrued leave balance as needed. Donated time will be taken on a first come basis from the balance of the donor’s accrued balance. Annual leave donated, but not used will not be deducted from the donor’s accrued balance.

Solicitation for Donated Annual Leave
Solicitations for donated annual leave will be conducted by the Department of Human Resources, on a case by case situation. Individual departments will not make such solicitations.

Procedures:
Application for Annual Leave Donation
1. The request for the donation of annual leave time must be requested by the recipient employee. The employee must complete an Annual Leave Donation Request Form, and submit to the Department of Human Resources for approval.

2. Department of Human Resources will verify the exhaustion of all paid leave, and review the application and any medical information that may be requested from the applicant.

Requested medical information will be the employee’s responsibility; and will be treated in a confidential manner.

3. Human Resources then verifies the information and either approves or denies the application.

4. If the application by the recipient employee is approved, then donating employees complete the Annual Leave Donation Form, and submit it to the Department of Human Resources. The total of donated annual leave will be deducted from the donor’s earned balance of annual leave, and added to the leave balance of the recipient employee.

5. The Department of Human Resources will notify the recipient employee and the employee’s immediate supervisor of the increased annual leave allowance.

6. The staff member must meet with a representative of the Department of Human Resources before returning to work.

Last updated June 1, 2009

Benefits Eligibility

Effective Date: June 1, 2009

Purpose:
This policy outlines requirements for eligibility of full and partial employee benefits provided by the College, subject to special eligibility provisions that may exist in certain employee benefits plans, as defined within the specific plan document of the particular benefit.

Policy:
Benefits eligible staff members must be an employee of the College and receiving compensation through the College’s Payroll Department and must satisfy the requirements as described below for eligibility of participation in the employee benefits plans offered by the College:

1. Regularly scheduled to work at least 30 hours per week for at least 9 months of the fiscal year, to be eligible for full benefits.

2. Regularly scheduled to work at least 20 hours per week for at least 9 months of the fiscal year, to be eligible for partial benefits.

For additional details regarding employee benefits plans available please contact the Department of Human Resources.

The benefits of sick and annual leave are addressed specifically and individually by policy.

See Annual Leave Policy for details of the Annual Leave Policy.

See Sick Leave Policy for details of the Sick Leave Policy.

With respect to all of the College's employee benefit plans, policies, and programs, the College reserves the right to modify or terminate those plans, policies and programs.

Bereavement Leave

Effective Date: 06/01/95

Purpose:
To allow time off with pay for regular College employees to attend the funeral of a close relative.

Policy:

An employee who is absent during his/her regularly scheduled work week due to the death of a spouse, parent or child may receive payment for reasonable and customary days absent, not to exceed three (3) regularly scheduled work days. An employee who is absent during his/her regularly scheduled work week to the death of brothers, sisters, grandparents, grandchildren, or other immediate in-laws may receive payment for reasonable and customary time absent not to exceed two (2) regularly scheduled work days.

Additional approved time absent shall be charged to annual leave.

Last updated 4 March 2019

Centenary Fridays

Effective Date: 10/10/2005

Purpose:
To allow employees to wear other types of approved attire in show of school spirit, and support of the Centenary Community.

Policy:
Employees normally dressed in business/casual business wear may dress in Centenary logo attire on Fridays only with the following guidelines:

1. Employees are encouraged to wear Centenary attire (i.e., t-shirts, sweatshirts, golf-style shirts, etc.) with Centenary College of Louisiana logo/lettering.

2. Khakis, skirts, or other slacks may be worn — blue jeans are allowed only when dictated by the work environment or specific departmental functions and approved by department supervisor.

3. During the summer months, shorts that are an appropriate length may be worn – blue jeans are allowed only when dictated by the work environment or specific departmental functions and approved by the department supervisor.

4. Discretion should be used when business meetings occur on Friday and more appropriate business attire is suitable.

Guest Rooms

Effective Date: 10/01/97

Purpose:
To outline a procedure for Faculty, Staff, and Students to reserve College Guest Rooms.

Policy:
There are three quest rooms on campus which are scheduled by the Facilities Coordinator for use by Centenary faculty, staff, students, and their guests. They are located in Hardin Hall, James Hall, and Sexton Hall. These guest rooms are to be used by Centenary faculty, staff, and students and their guests only.

For more information, please contact Centenary's Conference and Event Coordinator.

1. Guest rooms may be used to house new college employees relocating to the Shreveport/Bossier city area with the approval of their supervisor. The first two weeks may be provided gratis as a benefit to our employees. If an employee needs to extend their stay, they are responsible for the personal guest room use fee.

2. Guest rooms reserved for personal use including relatives, friends, or employees needing a temporary place to stay are responsible for a fee of $20.00 per night.

Last updated 20 July 2000

Holidays

Effective Date: 06/01/95

Purpose:
To establish a uniform number of holidays and define payment of holidays for employees consistent with the area practice so as to provide employees with time off from work or payment for work during celebration periods during the year.

Policy:
Centenary College shall recognize the following days as holidays:

• New Year's Day
• Good Friday
• Independence Day
• Thanksgiving Day
• Christmas Day

• Additional non-duty days may be designated by the President during the year.

2. All regular employees on the active payroll will qualify for holiday pay for the days listed above in accordance with the following provisions:

• Employees must work their normally scheduled work hours on the days immediately preceding and following the holiday. Exception: If an employee is absent on one or both such days with an excused absence he/she will receive holiday pay. An employee who is scheduled for work on a holiday and fails to work that schedule will not receive holiday pay except where a supervisor excuses such an absence and the employee has otherwise qualified for holiday pay by working the scheduled day prior to and after the holiday.
• Pay for an unworked holiday will be made at the employee's current rate of pay for a scheduled day's work, not to exceed eight (8) hours.
• Pay for a holiday worked shall be made at the employee's current rate of pay for the scheduled number of hours worked at straight time plus the holiday payment outlined in 2b, or another day may be taken at the employee's request and with the approval of his/her supervisor.
• Any holiday falling within a period of an employee's sick leave shall be considered holiday leave and shall not be deducted from the employee's accrued sick leave.
• Any holiday falling within a period of an employee's vacation leave shall be considered holiday leave and shall not be deducted from the employee's accrued vacation leave. The vacation day may be taken immediately prior to or following the employee's vacation period at his/her election with the approval of his/her supervisor.
• The time off and/or payment for time worked on a non-duty day shall be treated the same as holiday pay and/or time off.

Last updated 20 July 2000

Tuition Remission

Effective Date: 01/01/97
Revised: 1/11/19

Purpose:

To provide the benefit of tuition remission for all Centenary College employees and their dependents.

Undergraduate Policy:

Centenary College wishes to encourage its employees to continue their education through either auditing or registering for and attending undergraduate classes. All full-time, disabled, and retired employees may take any undergraduate course free of charge (limited to one course per semester) after a year of continuous employment at the College, subject to supervisor approval and seat availability.

Dependents of full-time Centenary College employees are entitled to a discount schedule for remission of their tuition. A dependent is defined as a legal spouse, domestic partner or legal dependent under the age of 25.

During the first 12 months of employment, dependents are entitled to a 25% discount on tuition, after 12 months of employment a reduction of 50% will be given, after 24 months of employment a reduction of 75% will be given, and after 36 months dependents may have full tuition benefits. No fees are included in the remission. Percentages apply to the number of hours the dependent is taking. Dependents are eligible to use tuition remission toward their first undergraduate degree only.

Graduate Policy

Centenary College wishes to encourage its employees to continue their education by enrolling in its Graduate Program. The parameters of the program are as follows:

The program is open only to Centenary employees.
Employees must be admitted to the M.A.T. or MBA based on normal admission criteria. Prior experience or academic record may be considered at the discretion of the program director.
Employees must have the approval of their supervisor to participate in the program under this benefit.
To be eligible for this benefit, employees must be vested at the College according the following schedule: after one full year of employment, tuition will be reduced by 50%; after two full years of employment, tuition will be covered at 100%. No fees are included in the remission. Percentages apply to the number of hours and published tuition rate for the term in which the employee is seeking to enroll. Vesting requirements may be waived in certain circumstances at the discretion of the College.
Non-pay employees may only enroll in one course per term.
Non-pay enrollment will typically be limited to approximately 10% of total class size in any given course at a time. In case of multiple applicants to the program, the Graduate Council will determine priority, based on factors such as seniority, supervisor recommendation, and documented job performance.
Non-pay employee students will only be allowed to register for courses that have reached a minimum enrollment of full-pay students and in which instructors receive 100% of payment to teach the class.

Those eligible for scholarship and federal aid benefits are expected to apply for these sources of aid that may be available to them in an effort to reduce the financial burden to the College. College tuition remission will be reduced by the amount the dependent receives from other sources designated as tuition scholarship aid.

Those using the Tuition Remission benefit are not eligible for the Centenary Tuition Exchange Program and vice versa.

Last updated January 11, 2019

Sick Leave Policy

Effective Date: 06/01/95
Revised: 4/26/01

Purpose:

To provide employees with protection against loss of earnings due to illness and/or injury by the establishment of a program wherein employees shall be compensated for limited absences due to illnesses and/or injury.

Policy:

Regular exempt and non-exempt staff employees in a pay status and who are scheduled to work 37.5 hours per week shall earn sick leave at the rate of 6.3 hours per month and like employees who are scheduled to work 40 hours per week shall earn sick leave at the rate of 6.7 hours per month. Employees scheduled to work 37 ½ hours weekly, may accumulate 975 hours of sick leave; employees scheduled to work 40 hours weekly, may accumulate 1040 hours of sick leave. However, those employees on the active roll on May 31, 2001 who have accumulated more than 975 or 1040 hours of sick leave may continue the amount accumulated as of that date. Such employees may use the sick leave accumulated in excess of 975 or 1040 hours but once this use causes the accumulated amount to drop to 975 or 1040 hours this amount will become their maximum. Part-time employees shall earn sick leave on a pro-rata basis based on percent of time worked.

When in the opinion of the unit head an employee appears to be abusing the use of sick leave, a physician's statement may be required prior to the receipt of payment for sick leave. A unit head may require an employee to seek medical assistance should the use of sick leave become excessive when the employee has not visited a physician.

Employees who cannot report to work because of illness should contact their supervisors prior to the beginning of their regular shift. Payment for sick leave may be withheld in the event an employee fails to report his/her absence that is due to illness.

No payment for unused sick leave shall be made upon the termination of an employee.

Last updated 3 May 2001