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Handbook for Non-Represented Faculty, Professional and Administrative Staff
PART TWO: EMPLOYEE BENEFITS
Professional Development and Tuition Waivers
Unpaid Leave of Absence for Educational Purposes
Sabbatical Leaves for Non-Represented Faculty
Educational/Professional Development Leave With Pay
Employee Tuition Waiver
Advanced Degree Policy
Dependent Tuition Waiver
Dependent Tuition Payroll Deduction
Holidays
Leave Policies
Administrative Holidays and Administrative Leaves
Annual Leave
Disability Leave
Leave of Absence Without Pay for Personal Illness
Disability Leave for Family Emergencies and Illnesses
Family and Medical Leave
Bereavement Leave
Military Leave
Witness Leave and Jury Duty
Unpaid Leave for Personal Reasons
Domestic Partner Benefits
Group Health Coverage
Medical Plans
Federal Health Insurance
Health Insurance for Retirees and Former Employees on Long-Term Disability
Continuation of Coverage
Dental Insurance
Life Insurance
Basic Life Insurance
Accidental Death and Dismemberment Insurance
Seat Belt Provision
Supplemental Term Life Insurance
Voluntary Accidental Death & Dismemberment Insurance
Federal Life Insurance
Disability Insurance
Long-Term Disability
Short-Term Disability
Travel Insurance
Unemployment Compensation
Workers' Compensation
Retirement
Social Security
Retirement Plan for Faculty and Professional Employees
Federal Civil Service Retirement Programs
Maine State Retirement System
Voluntary Tax Sheltered Annuities
Partial/Phased Retirement
Incentive Retirement Plan
Advantage Accounts
Savings Plans
Direct Deposit
PROFESSIONAL DEVELOPMENT AND TUITION WAIVER
Through a variety of policies and programs, the University provides its non-represented faculty, professional and administrative staff with opportunities for professional development and improvement of performance. The policies and programs described in this handbook are in addition to other professional development activities of individual employees such as conferences, workshops, on the job training, and financing travel to professional meetings which are undertaken by universities and their organizational subunits.
Unpaid Leave of Absence for Educational Purposes
Unpaid leaves may be granted to non-represented faculty, professional and administrative staff members for educational purposes including the acquisition or completion of an academic degree, participation in an educational opportunity valuable to the individual, department, or the university, or participation in an activity for the purpose of gaining practical experience in one's field. Time spent on leave may be credited toward completion of a probationary period applicable to the employee if the employee and the President or his/her designee agree in writing. While on leave, the University will contribute its proportionate share to retirement and insurance programs if the employee wishes to continue participation in these programs. Authority for the approval of requests for leave is vested in the university Presidents or their designees.
Sabbatical Leaves for Non-represented Faculty
Leaves of absence with pay may be granted to non-represented faculty who have been in the service of the University for at least six years (or the equivalent, in the case of non-represented part-time faculty). Application procedures and general program terms are determined at each university.
Educational/Professional Development Leave With Pay for Non-represented Professional and Administrative Staff
Each university may establish programs of educational/professional development leave applicable to full-time regular and part-time regular non-represented professional and administrative staff within the general program terms approved by the Board of Trustees, which are described below:
1. Educational/professional development leaves with pay may be granted to full and part-time regular non-represented professional and administrative staff for the purpose of developing and advancing individual skills and knowledge that are job related and which will be of significant benefit to the University.
2. Educational/professional development leave will not ordinarily be granted for the specific purpose of completing degrees.
3. Full and part-time regular non-represented professional and administrative staff who have had a professional responsibility at one of the University of Maine System institutions for six consecutive years shall be eligible to apply for educational/professional development leave. Upon completion of the first educational/professional development leave, subsequent applications may be filed after each additional six year period of employment.
4. Compensation during the leave shall include appropriate contributions made by the University to retirement and insurance programs.
5. Eligibility for salary increases for persons on educational/professional development leave will not be affected by the leave.
6. Annual and disability leave for which an individual is eligible shall continue to accrue on a pro rata basis during the period of the educational/professional development leave.
7. An employee who is granted educational/professional development leave must agree prior to the commencement of leave either to return to employment at the University at the conclusion of the leave for a period equal to the length of the leave, or to return to the University the salary received during the leave if the employee does not return. Any agreement to the contrary must be in writing prior to commencement of the leave.
8. The employee's normal salary shall be paid during the period of the leave for up to a maximum of six months. One half the employee's normal salary shall be paid during the period of a leave which exceeds six months. Annual leave may be used to supplement salary during the period of the leave only with prior approval.
9. Within 30 days after return from the leave, the employee shall submit a written report to the University concerning the leave.
Employee Tuition Waiver
A maximum of two tuition-free courses per semester and/or during the summer session, not to exceed four credit hours each, is available to full-time regular employees. Part-time regular employees are eligible for a tuition waiver of up to one course per semester and/or during the summer session, not to exceed four credit hours. Such courses shall be contingent on the availability of space. This benefit does not apply to those on unpaid leaves of absence for longer than 90 days, disability, or Workers' Compensation. Each institution shall designate those non-credit courses to which waivers will not apply. Permission of the supervisor is required for any course scheduled during normal working hours; such absences must be made up. Tuition waiver forms may be obtained from the Human Resources/Personnel Office.
Advanced Degree Policy
Members of the University faculty at the Instructor level, or above, may become candidates for advanced degrees from any College or School of the University of Maine System, other than the University of Maine System College or School in which they hold faculty appointments.
Dependent Tuition Waiver
The spouse or dependent children of full-time regular University employees are eligible for a 50% tuition waiver, provided the spouse or dependent children are attending the University of Maine System as full-time students during the fall or spring semester. The spouse or dependent children of part-time regular employees are eligible for a 25% tuition waiver with the same conditions applying. The dependent tuition waiver may be used for up to two summer courses, as long as the student was a full-time student during the full previous academic year within the University of Maine System. For summer session courses, which are self-supporting, students who are receiving half-tuition waivers shall be counted as one-half toward the minimum course enrollment. This waiver may be used at any university in the System, but does not apply to non-credit course offerings. Waiver application forms are available at the Human Resources/Personnel Office at each university.
Graduate students shall be required to maintain a 6 credit hour load per semester to be eligible for dependent tuition waiver. Eligibility for this waiver requires matriculation in a degree program and extends only to courses taken as part of an approved program of study for the degree.
When an employee with 20 or more years of University service is terminated through participation in the University's long-term disability program or by death, the spouse or dependent children of that employee who are enrolled full-time students participating in a tuition waiver program at the time of the employee's termination or death shall maintain eligibility for that tuition waiver program. The tuition waiver shall remain in effect as long as the student maintains continuous full-time enrollment or until completion of the requirements for a degree.
Dependent Tuition Payroll Deduction
Regular employees of the University may authorize automatic deductions from their paychecks to meet tuition and/or board and room charges for dependents attending any university of the University of Maine System. Application forms may be obtained from the Human Resources/Personnel Office at each university.
HOLIDAYS
University employees with fiscal year appointments are entitled to 12 paid holidays designated by the University. When holidays cannot be observed because classes are in session, they will be taken at a time mutually agreeable to the employee and supervisor. Non-represented professional and administrative staff members with other than fiscal year appointments, except those staff members who are not required to work during periods when the university student population is absent, shall receive holiday benefits for those holidays occurring during the periods of their appointment.
Holidays observed by the University are:
New Year's Day
Labor Day
Martin Luther King, Jr's. Birthday
Columbus Day
Washington's Birthday/Presidents’ Day
Veterans' Day
Patriots' Day
Thanksgiving Day
Memorial Day
Day after Thanksgiving
Independence Day
Christmas
You will not receive holiday pay if you are on Unpaid Leave of Absence, layoff or receiving Workers’ Compensation.
ADMINISTRATIVE HOLIDAYS & ADMINISTRATIVE LEAVES
The Board of Trustees delegates to the Chancellor authority to determine when it is appropriate to close the University System for a day or occasions such as a national day of mourning or other observance. Closing of the University System by the Chancellor is designated an administrative holiday.
The Board of Trustees delegates to the Presidents authority to declare administrative leave for situations such as inclement weather or local emergencies. Administrative leave may be declared by the President and will apply only to the individual institution.
Employees will receive their normal salary for the period of the administrative holiday or leave. Employees who are required to work on these administrative holidays or leave, may be granted equivalent time off at another time.
No additional pay or additional time off shall be provided for any employee not scheduled to work.
ANNUAL LEAVE
Full-time regular non-represented professional and administrative staff and full-time regular non-represented fiscal year faculty members accrue annual leave at the rate of 1 2/3 days per month for the first 15 years of service. To receive the accrual for any month, the employee must be in pay status for one-half or more of the monthly pay period. For record keeping purposes leave balances may be maintained in hours, with a full-time day equal to 8 hours. After 15 continuous years of service, annual leave accrues at the rate of 2 days per month. Up to 40 days of annual leave may be carried forward from one year to the next. This maximum carry forward is applied on August 31 each year. Accrued unused leave up to 40 days may be paid upon termination of employment. The effective date of the termination of employment may not be extended by accrued annual leave for which the employee will be paid.
Part-time non-represented professional and administrative staff and full-time non-represented professional and administrative staff with appointments of less than 12 months shall receive and use annual leave on a prorated basis.
Professional and administrative staff whose appointments do not require work during periods when the university student population is absent are not eligible for annual leave. Non-represented faculty with academic year appointments are not eligible for annual leave.
DISABILITY LEAVE
Full-time regular non-represented faculty, professional and administrative staff accrue disability leave at the rate of 1 2/3 days per monthly pay period. To receive the accrual for any month the employee must be in pay status for one-half or more of the monthly pay period. For record keeping purposes leave balances may be maintained in hours, with a full-time day equal to 8 hours. Such employees, who were in the regular employ of the University for at least one continuous year immediately preceding May 20, 1985, were credited with an initial balance of 90 days of disability leave as of that date. Other employees in the regular employ of the University as of May 20, 1985 were credited with a balance of 90 days of disability leave upon the completion of one year of service. Employees hired after May 20, 1985, are not eligible for this initial 90 day disability leave balance.
Part-time regular non-represented faculty, professional and administrative staff earn and use disability leave on a prorated basis.
Disability leave may be accumulated up to a maximum of 180 days for employees with fiscal-year appointments and up to a maximum of 150 days for employees with academic-year appointments.
Disability leave may be used when the employee is unable to perform duties because of a disability. Upon approval, disability leave may also be used for the employee's routine medical or dental appointment.
Upon approval of the university Presidents or their designees, disability leave with pay may be extended in exceptional circumstances beyond the amounts accumulated. Upon the employee’s return to work, the amount of sick leave advanced shall be repaid on a monthly basis at the rate of 1/2 of any future amounts accumulated until such time as the advance has been repaid. Any outstanding balance shall be repaid by the employee at the time of termination.
If an employee’s absence due to disability exceeds 3 months, the employee may be required to apply for long-term disability benefits. Such requests shall be in writing. The employee shall have 30 days to comply with the request.
If an employee’s absence due to disability or other use of disability leave exceeds 5 consecutive days or becomes habitual, the University may by submitting a request in writing require the employee to furnish verification of the disability in the form of a written statement from the attending physician or the equivalent evidence to substantiate use of disability leave for family illness, injury or death. The employee shall have 10 days to comply with the request.
If the chief administrative officer believes that an employee is unable to perform assigned duties due to illness or injury, the chief administrative officer may remove the employee from the assigned duties and require the employee to submit to a medical examination by a physician chosen and paid by the University or, if the employee desires, by a physician chosen and paid by the employee who is acceptable to the University and who shall submit a report to the University. If the medical examination confirms that the employee is unable to perform assigned duties, the chief administrative officer shall place the employee on compulsory disability leave at which time the employee shall be notified in writing of the conditions under which the employee may return to work. An employee who is placed on compulsory disability leave shall be required to exhaust all leave credits prior to being placed on leave without pay. Application for total disability benefits must be made if the medical prognosis indicates a disability of qualifying duration.
If the employee is unable to return to work at the end of a compulsory leave period or after exhausting accumulated disability or vacation leave, based on a current medical certification obtained as described above, the chief administrative officer may after consultation with the employee:
a. extend the leave without pay pending determination of eligibility for total disability benefits; or
b. extend the leave without pay for up to one year if the University deems such leave to be justified and not detrimental to the operation of the University and medical evidence indicates the possibility of a return to employment at that time.
When either the above conditions has been met and the employee is still unable to return to work the chief administrative officer may:
a. request the employee’s resignation; or
b. terminate the employee’s employment.
In the event that eligibility for total disability benefits has not been determined by the first day of the month following 6 consecutive months of total disability, an employee may continue to use accumulated disability leave days until disability leave has been exhausted or the employee has been determined to be eligible for total disability benefits, whichever occurs sooner. If an employee received both disability benefits and disability leave pay for the same period of time, the employee shall repay the disability leave pay to the University. The employee and the University may agree to a repayment schedule to avoid extreme personal hardship.
Leave of Absence Without Pay for Personal Illness
Non-represented faculty, professional and administrative staff may be granted additional unpaid leave in cases of their disability. Health and life insurance coverage will be retained provided that the employee continues to pay any share of the cost for which he or she is responsible. The employee may choose to continue contributing to the retirement program; the University stops its contributions until the employee returns to work. Additional disability leave or annual leave will not be accumulated during such periods of unpaid leave. Such unpaid leaves will normally be limited to no more than one year.
Disability Leave for Family Emergencies and Illnesses
An employee may use up to a total of 20 days accumulated disability leave during each fiscal year for absences resulting from illness or injury of a member of an employee’s immediate family or household or for the adoption of a child which requires the presence of the employee. Proper notice and, upon request, appropriate documentation shall be provided by the employee. With supervisory approval additional disability leave may be used for such absences.
Family and Medical Leave
All universities of the University of Maine System are covered under the federal Family and Medical Leave Act (FMLA) and the Maine Family Medical Leave Act. The provisions of these laws cover any employee who has worked for the University for 12 months.
The University must approve up to 12 weeks in any one-year period for the birth or adoption of a child, or for the serious health condition of the employee or an immediate family member. The one-year period begins when a family/medical leave begins. After 12 months, the employee is eligible for another 12 weeks of leave. People may not take separate leaves under the federal and the state laws in order to extend the 12-week period.
The law defines a serious health condition as one involving hospitalization or other institutionalization or continuing treatment by a health care provider. The immediate family includes a spouse, child (under 18, or incapable of self-care if over 18; step and foster children and other legal wards are included) or parent (including a person who has acted as a parent, such as a grandparent)
When the leave is for a serious health condition, the leave may be taken intermittently or in the form of reduced hours, if that is medically necessary. When the leave is for birth or adoption, the University does not have to approve intermittent leave or reduced hours. If intermittent leave or reduced hours are taken, the employee may be transferred to a different position with equivalent pay and benefits which will better accommodate the leave.
Leaves due to birth or adoption must be during the first 12 months following the event. Placement of a foster child is treated like adoption.
Available, accrued paid leave (both disability leave and annual leave) must be used before taking an unpaid family/medical leave, except that up to one week of annual leave may be held in reserve. The use of paid disability leave, both for an employee’s own illness or for the family illness, is still subject to University policy and contract provisions. At the end of the leave, the employee must be allowed to return to the former job or to an equivalent position. The entire leave, including any paid leave as well as unpaid leave, is considered family/medical leave and is counted toward the 12 weeks per year.
During an approved family/medical leave, group health plan coverage continues on the same terms as for similar employees on active status. Employees may also continue using the Health Care Advantage Account. Health coverage during any unpaid leave that extends beyond the 12 weeks is at the employee’s expense. Only health coverage is provided during a family/medical leave without pay; all other benefits are covered by University policies regarding leave without pay.
If spouses work for the University, the two employees together are entitled by federal law to up to 12 weeks of leave for the birth or adoption of a child. However, if one parent uses the full 12 weeks for birth or adoption, under Maine law the other parent may qualify for a separate leave of up to 10 consecutive weeks. Health coverage continues at the employee’s expense during that 10 weeks of unpaid leave.
When a leave can be foreseen or planned (as in the case of childbirth or scheduled surgery), employees must provide at least 30 days notice. The University may delay the leave if such notice is not given. In medical emergencies the 30–day notice is not required, but an employee should request the leave as early as possible. The law requires employees to make a reasonable effort to schedule leave so as not to unduly disrupt University operations.
Employees may be required to provide evidence of birth, adoption, or foster care placement. The University may also require employees to provide certification of the medical necessity of the FMLA leave and may require (and pay for) a second opinion. A form for certification is available from the Human Resources/Benefits Office or on the Web. Completed certification forms are treated as confidential medical records.
Employees are also asked to provide medical certification that they are able to return to work when a leave for their own medical condition lasts 20 days or more, or when there is any reason to believe they cannot safely perform the essential functions of their jobs. However, when a leave is for a woman’s disability due to childbirth, a medical certification will not be required to return to work unless the disability leave exceeds six weeks following the birth.
A Request for Family or Medical Leave form, which requires the supervisor’s signature, is available at the university Human Resources/Benefits Office or on the Web. This form must be completed in order to take unpaid or paid leave for a reason covered by the law. The University may designate a leave as Family or Medical Leave whether or not a specific request has been made, so long as the leave is for reasons covered by the law. Any use of disability leave for two weeks or more requires completion of the FMLA Request Form. Note: Any leave beyond 12 weeks in one-year period is at the University’s discretion and is governed by the appropriate leave of absence policy.
BEREAVEMENT LEAVE
An employee may be granted up to 5 days of bereavement leave in the event of a death of a member of the employee’s immediate family or household in order to attend the funeral and/or matters related to the death. Proper notice of the employee’s absence for this purpose shall be provided. For the purpose of this paragraph only, if additional time away from work is needed, an employee may use up to 5 days disability leave. With supervisory approval, additional disability leave may be used.
For the purpose of this policy "immediate family" is defined as spouse, domestic partner, children, parents, grandparents, grandchildren, sisters, brothers, step children, step parents, half-brothers, half-sisters, son-in-law, daughter-in-law, father-in-law, mother-in-law, brother-in-law and sister-in-law, and significant other in the household.
An employee may be granted paid funeral leave to a maximum of one work day to permit an employee’s attendance at the funeral of any of the employee’s aunts, uncles, nieces, or nephews.
LEAVE OF ABSENCE FOR MILITARY SERVICE
All employees who are members of the National Guard or who are military reservists will be given leave without loss of pay for not more than two weeks per year when engaged in training, if authorized by the Governor or under the provisions of the National Defense Act.
WITNESS LEAVE and JURY DUTY
An employee who is summoned as a member of a jury panel or subpoenaed as a witness, in a case not involving the employee’s personal litigation, shall be granted leave with pay and any jury or witness fees shall be retained by the employee. No employee shall be given leave with pay for the purpose of appearing as an expert witness when the employee receives professional compensation for an appearance except that annual leave may be used for this purpose.
To be eligible for the benefits of this section, evidence in the form of a subpoena or other available written notification shall be presented to the employee’s immediate supervisor as soon as possible.
UNPAID LEAVE OF ABSENCE FOR PERSONAL REASONS
Unpaid personal leaves may be granted for up to one year and extended for up to two successive one year periods. Such leaves cannot ordinarily count as part of any probationary period applicable to an employee. While on leave, disability leave and annual leave are not earned. Retirement and insurance coverage may be continued at the expense of the employee. Applications for such leaves are subject to the approval of the university Presidents or their designees. Any special terms or conditions regarding the leave, or right to reemployment at its conclusion, should be expressed in writing prior to the commencement of the leave.
When a leave without pay is granted so that an employee may accept a state or federal appointive position, the leave may be extended by the chief administrative officer or designee upon timely request of the employee for up to 3 successive one-year periods, for a total leave not to exceed 4 years. If an employee accepts a state or federal appointive office and is granted a leave under this policy, the employee may receive University retirement contributions under the following terms. If the employee returns to the University and contributes to the basic retirement fund an amount equal to what the employee’s contributions would have been during the leave, the University shall contribute an amount equal to what its contributions would have been during the leave, based on the salary at the commencement of the leave. The University will not make any contributions if the employee accrued vested retirement benefits under a state or federal plan as a result of the appointive office.
DOMESTIC PARTNER BENEFITS
Employees may register a domestic partner for purposes of receiving University benefits. A domestic partner who is registered shall be considered to be equivalent to a spouse for purposes of University benefits, such as health insurance, bereavement or disability leave, tuition waiver, and use of University facilities. Registration of a domestic partner will require filing of an affidavit certifying the following:
1. The partners are each at least 18 years of age and are mentally competent to contract.
2. The partners are not married to anyone and are prohibited from legally marrying each other in the State of Maine.
3. The partners are not related by blood to a degree which would prohibit marriage in the State of Maine.
4. The partners reside together and have resided together for at least two years.
5. The partners are financially interdependent (evidence of financial interdependence will be required).
6. Misrepresentation of information in the affidavit will result in disciplinary action up to termination of employment and an obligation to repay benefits received.
7. The employee will notify the University by completion of a form when a domestic partnership ends.
Contact your university Human Resources/Benefits Office for further information.
ELIGIBILITY FOR HEALTH AND LIFE INSURANCE PROGRAMS
GROUP HEALTH COVERAGE
The following categories of employees are eligible for most insurance programs. However, specific programs may have different eligibility requirements. Refer to the plan booklets and consult with your Human Resources/Benefits Office for specific eligibility provisions.
- Full-time regular employees
- Part-time regular employees who work at least three-quarters time
- Part-time regular employees who work at least half-time and who have at least two years of continuous regular University service
- Employees with Shared Appointments
- Employees participating in Partial/Phased Retirement
- Part-time employees who have the equivalent of 5 years full-time regular service (Benefits Regular)
Medical Plans
The University of Maine System offers a choice between two different medical plans, both of which cover a range of services. Eligible employees who wish to enroll in one of the University insurance plans choose between the Comprehensive Group Health and Point of Service Plans. The Group Health Plans also are available on the Web.
The University and the employee share the cost of coverage for both the employee and dependents. The cost to the employee depends on employment status.
Federal Health Insurance
Some employees may be eligible to participate in one of the federal health insurance plans as an alternative to participation in the University's group health plan. Information regarding these options is available from the Cooperative Extension Administrative Office at the University of Maine.
Health Insurance for Retirees and Former Employees on Long-Term Disability
Employees who retire from University service may retain group health coverage. Retirees shall pay the full health plan premium unless they are eligible for the premium contribution described below.
University of Maine System retirees at or above the normal retirement age of 65 with at least ten years of continuous full-time regular University service immediately prior to retirement and who have remained in the System health plan will be provided group health coverage with the retiree’s cost and one-half of eligible dependents costs paid by the University. This coverage is also extended to those former employees in the plan receiving benefits under the System’s long term disability insurance and to widows/widowers of University employees and retirees. Eligible retirees must enroll in both parts of Medicare to receive this benefit.
Continuation of Coverage
Employees who leave University employment, through resignation or termination of appointment, may continue the University's group health coverage at their own expense for 18 months. This continuation coverage is part of Public Law 99-272, Title X(COBRA). Consult the Group Health Plan booklet for more details.
DENTAL INSURANCE
Employees may purchase dental insurance for themselves and eligible dependents. The employee pays the full cost of this insurance. Full-time non-represented faculty (except Law faculty) participate in the faculty dental plan and receive a University contribution to the premium.
Note: Separate brochures describing the Comprehensive Group Health, Point of Service Group Health and Dental plans are available from the Human Resources/Benefits Office at each university or on the Benefits Office Homepage.
LIFE INSURANCE
Basic Life Insurance
Eligible employees are automatically provided term life insurance at no cost to themselves. This program excludes those who hold Federal appointments and participate in the Federal life plan. Coverage is equal to the employee’s annual salary rounded to the next higher $1,000.
Participation in the program is mandatory for all full-time employees and optional for part-time employees; the University pays the full cost of the premium. At the end of the fiscal or academic year in which the employee turns 65, this insurance is reduced to 65% of the former level of coverage.
Accidental Death and Dismemberment Insurance
This insurance is provided for eligible regular employees. In the event of accidental death, the employee's beneficiary will receive an amount equal to the employee's annual base salary rounded to the next higher $1,000. Scheduled amounts are paid for dismemberment, depending on the nature of the injury. The University pays the entire cost of this coverage.
Seat Belt Provision
All employees who are eligible for the University's basic life and basic accidental death and dismemberment plan are covered by an additional $50,000 (a total of $100,000 for employees enrolled in both the basic and supplemental life policies) if they die as a result of injuries sustained in a motor vehicle accident and were wearing a seat belt at the time of the accident. This policy is in effect 24 hours a day and applies to covered employees when they are driving or riding, either on University or personal business.
The Seatbelt Provision is NOT applicable in the event of:
- suicide
- death while committing or attempting to commit an assault or felony
- death while voluntarily using a controlled substance (unless prescribed by a physician)
Supplemental Term Life Insurance
An employee who is eligible for the basic life insurance plan may select Supplemental life insurance coverage equal to 1,2,3,4 or 5 times the amount of annual salary. However, the combination of basic and supplemental life insurance cannot exceed $1,000,000.
The premium paid by the employee is based on the amount of coverage selected and on age. The supplemental life insurance is available at low group rates through payroll deductions. If an employee purchases supplemental life insurance equal to 4 or 5 times annual salary, or over $300,000, the employee will need to complete a proof of good health. This option may be selected at the time of enrollment in the insurance program or at an annual open enrollment.
Voluntary Accidental Death and Dismemberment Insurance
Employees who are eligible for the basic life insurance plan may elect voluntary accidental death and dismemberment insurance. Coverage may be purchased in increments of $10,000 and may cover only the employee or employee and family.
Please refer to the Summary of Benefits which is on the Benefits Office Homepage or contact your University Human Resources/Benefits Office for more detailed information on this insurance.
Federal Life Insurance
Some employees of Cooperative Extension may be eligible to participate in a federal life insurance plan as an alternative to the University basic life insurance program. Further information may be obtained from the Cooperative Extension Administrative Office at the University of Maine.
DISABILITY INSURANCE
Long-Term Disability
Long term disability coverage provides protection against complete loss of income for eligible employees who are unable to work for a period of six months or more as a result of severe illness or injury. Eligible employees include all full-time regular University employees as of their date of hire, benefits regular employees as of the date they attained BR status, and employees with shared appointments or who are participating in partial/phased retirement. The University pays the full cost of this program.
Employment will cease at the end of the 6 month waiting period and when disability insurance payments begin. The coverage provides a monthly income once total disability has been established for an extended period of time.
The plan has a pre-existing condition provision. Please contact your university Human Resources/Benefits Office or refer to the Summary of Benefits on the Benefits Office Homepage.
Short-Term Disability
Eligible employees may elect the optional short-term disability plan. This plan will provide income when a covered employee becomes disabled and unable to work for more than two weeks (30 days for faculty, except Law faculty) due to non-occupational accident or sickness. The University does not share in the cost of this program.
Benefits may be received from this plan in addition to any other disability benefits. The plan has a pre-existing condition provision. For further information contact your university Human Resources/Benefits Office
TRAVEL INSURANCE
The University provides travel accident insurance to all full-time employees and to part-time employees working half-time or more. Coverage under this policy is in effect while an employee is on official University travel. This does not include travel between home and the normal place of employment. Face value of the coverage is $100,000 per individual for loss of life with scheduled amounts for dismemberment. Beneficiary(ies) will be the same as designated for basic life coverage.
UNEMPLOYMENT COMPENSATION
The University assumes all costs of unemployment compensation that the state pays to you if you apply and qualify for unemployment benefits. No deduction is made from employees’ pay for unemployment compensation.
WORKERS' COMPENSATION
If an employee is injured while at work, employees are covered by Workers’ Compensation. This benefit is paid entirely by the University. Employees will receive compensation payments and medical bills will be paid in full.
If an injury is sustained on the job, the employee should immediately seek appropriate medical attention. The supervisor will provide assistance in securing this attention. For the employee’s own protection and to comply with the Workers’ Compensation Act, report the injury to your supervisor immediately.
While you are receiving Workers’ Compensation, annual leave and disability leave will continue to accrue during the first 3 months of illness or injury. When you return to work, if you are eligible, you will accrue annual leave and disability leave for that month, if you return on or before the fifteenth of the month.
Your life insurance, health coverage, and long-term disability coverage will continue until your employment terminates.
If you are able and medically certified to return to work within 12 months, you may return to a comparable job. If you do not return to work after 12 months from the date of injury, your employment will cease.
RETIREMENT
Retirement from University of Maine System employment is not mandatory at any age. The University participates in a variety of programs designed to provide retirement income for its employees.
Social Security (Federal Old Age and Survivors Insurance)
Participation in this program is mandatory for ALL University employees with the exception of those Cooperative Extension employees who were enrolled in a federal retirement program prior to January 1, 1984. Currently, the University and the employee each contribute 7.65% of base salary, up to a maximum of $72,600; above that amount the rate then drops to 1.45% of the base salary. The percentage and maximum are periodically determined by Congress. In addition to monthly benefits at retirement, social security provides disability and survivors insurance protection. Upon request, the Social Security Administration will issue a summary of the status of an account.
Retirement Plan for Faculty and Professional Employees
The University of Maine System participates in the non-profit annuities system, the Teachers Insurance and Annuity Association (TIAA) and College Retirement Equities Fund (CREF). Every faculty member and professional employee who is employed on a full-time basis must participate in the plan from the first day of the month following their employment or attainment of the thirtieth birthday, whichever occurs later, with the exception of employees hired at age 60 or older, for whom this program is optional. A full-time regular faculty member or professional employee who is under age 30 may elect to participate. Part-time regular professional employees who have the equivalent of five years of full-time regular continuous University service, part-time faculty who have the equivalent of five years of full-time regular continuous University service and, part-time temporary faculty with 25 or more service units may also participate in TIAA-CREF. Contributions are made by both the University and the employee. Currently the University contributes 10% of the employees' base salary and employees contribute 4% of their base salary.
TIAA-CREF contributions are also applied on a voluntary basis to the additional summer earnings of faculty with academic year appointments who are TIAA-CREF participants and who have been engaged by the University to perform additional University work other than teaching during the period from June 1 to August 31 of any year, if the compensation for such summer work equals or exceeds two-ninths (2/9) of the faculty member's base salary as of June 1. Faculty who wish to elect this additional contribution must do so at least 10 days in advance of the payroll submission date of the month in which the work is to be performed.
A University employee may sign a salary reduction agreement which provides that the salary on which current income taxes are withheld is reduced by the amount of a contribution to a retirement account. The "tax sheltering" may cover the mandatory contribution employees make to TIAA-CREF or an additional amount an employee voluntarily allocates to a tax sheltered annuity subject to Internal Revenue Service regulations.
Eligible plan participants may transfer up to 60% of the total of all contributions to the basic retirement plan to any of 4 alternate vendors. Aetna, Fidelity, T. Rowe Price and VALIC. The eligible amount includes both "old money" (already accumulated) and "new money" (future contributions).
In order to ensure that significant funds are always available to provide employees with a lifetime annuity, at least 40% of an individual's retirement fund must remain in TIAA-CREF to be used for annuity purposes only. An employee may direct the other 60%, or any part of it, to another approved vendor, or withdraw it as cash upon retirement as defined by the University. Such transfers and withdrawals are subject to TIAA-CREF restrictions: they may be made freely from CREF accounts, but from TIAA only over a 10-year period.
Several brochures pertaining to the retirement plan are available from the Human Resources /Benefits Office at each university.
Federal Civil Service Retirement Programs
Some faculty and professional staff of the Cooperative Extension may be eligible to participate in the Federal Civil Service Retirement System in conjunction with the TIAA-CREF retirement plan. Additional information and pamphlets concerning these programs may be obtained from the Cooperative Extension Administrative Office at the University of Maine. Employees hired after January 1, 1984 participate in the Federal Employee Retirement System and in Social Security. These individuals are not eligible to participate in TIAA-CREF.
Maine State Retirement System
Although participation in the Maine State Retirement System (MSRS) is no longer available for new appointees in the University of Maine System, some faculty, professional and administrative staff have retained membership in this system. The cost of participation in the MSRS is shared between these employees and the University. This plan is administered by the Executive Director of the Maine State Retirement System, State House, Augusta, Maine.
Voluntary Tax Sheltered Annuities
In addition to retirement programs to which the University contributes, employees may voluntarily invest in tax sheltered annuities through payroll deduction. For this purpose, University employees may reduce their salaries up to maximum amounts established under relevant sections of the Internal Revenue Code. Information regarding tax sheltered annuities may be obtained from the university Human Resources /Benefits Office.
Partial/Phased Retirement
A. Eligibility
Full-time regular faculty, professional and administrative staff are eligible to apply to participate in the Partial/Phased Retirement Program (PPRP) if either: (1) they are at least 55 years of age and have at least 10 continuous years of full-time regular University of Maine System service; or (2) their age in years and length of continuous full-time regular University service in years totals 73 or more years.
B. Application and Approval Procedures
1. An employee who wishes to participate in (PPRP) must submit a written, individual application in accordance with applicable university procedures.
2. Applications shall be reviewed by university staff in accordance with university administrative procedures. If it is not the President's recommendation that an application be approved, the application will in any event be forwarded to the Chancellor or Chancellor’s designee(s) within CO/SWS for review. If it is the university President's recommendation that an application should be approved, a proposed agreement for participation, including workload and salary reduction terms, and other details applicable to the individual, shall be prepared in writing and forwarded to the Chancellor or Chancellor’s designee(s) within CO/SWS.
3. Such proposed agreements shall be reviewed by and subject to the approval of the Chancellor or Chancellor’s designee(s).
4. An employee may request modification or withdrawal of his or her application at any time prior to final approval or disapproval of the proposed agreement.
5. After final approval of a proposed agreement, participation in the PPRP shall be revocable only by mutual consent of the employee and the University.
C. Rights and Obligations of Program Participants:
1. The workload and salary reduction for each individual participant shall be specified in the individual's agreement for participation.
2. Employee benefits for participants shall be treated as follows:
a. Group term life insurance - Amount of insurance shall be based on the reduced salary
b. Group health insurance - Eligibility for coverage and allocation of premiums shall be unaffected by participation in the PPRP.
c. TIAA-CREF - Eligibility for participation shall be unaffected by participation in the PPRP. Percentage contributions by the University and the employee shall be unaffected by participation in the PPRP and shall be based on the reduced salary; also allocation of premiums shall be unaffected by participation in the PPRP.
d. MSRS or Federal Retirement - Participation and contributions shall be maintained and/or modified in accordance with applicable Federal and/or State laws and/or regulations.
e. Long-Term Disability Insurance - Eligibility for participation shall be unaffected by participation in the PPRP. Benefit levels shall be based on the reduced salary.
f. Employee and Dependent Tuition Waiver - Eligibility and benefits shall be unaffected by participation in the PPRP.
g. Disability leave and annual leave - The rate of accruals and maximum amounts shall be based on the reduced workload.
h. Other paid and unpaid leaves - Eligibility and conditions shall be unaffected by participation in the PPRP. Pay, in the case of paid leaves, shall be based on the reduced salary.
i. Tax-sheltered annuities - Eligibility shall be unaffected by participation in the PPRP, subject to applicable IRS criteria.
1. Faculty who have tenure or a continuing contract on the commencement of their participation in the PPRP shall retain such appointment status while participating in the PPRP.
2. Eligibility for any future salary increases which may be granted to non-represented faculty, professional and administrative staff shall be unaffected by participation in the PPRP.
3. Employees who participate in the PPRP may at their option elect to receive their annuity or pension from TIAA/CREF, MSRS or the Federal retirement system, whichever is applicable, subject to the following limitations:
a. Employees who elect to receive their Federal retirement system annuity shall receive salary and annuity amounts subject to applicable laws and/or regulations.
b. Employees who elect to receive their MSRS pension shall receive such amounts subject to applicable laws and/or regulations.
D. General Provisions:
1. The "normal retirement age" shall remain age 65 for other purposes.
2. The PPRP shall be independent of the current Incentive Retirement Plan (IRP). Eligibility to participate in the IRP shall be unaffected by participation in the PPRP. If an employee in the PPRP elects to participate in the IRP, computation of the incentive shall be based on the reduced salary at the time of retirement increased on a proportionate basis to full-time salary for the individual.
3. Participation in the PPRP may extend beyond the age of 65.
Incentive Retirement Plan
Professional employees who participate in the University of Maine System Retirement Plan for Faculty and Professional Employees, may choose to retire at any age after 55 if they have had at least 10 years of continuous University service immediately prior to retirement. If the retirement application is approved, a lump sum contribution is made to the employee's basic TIAA or CREF account. The lump sum is calculated at 1 1/2% times complete years of service (maximum of 27 years) times the final annual base salary.
The Incentive Retirement plan described above is also available to eligible faculty initially employed prior to July 1, 1996, who participate in the University of Maine System Retirement Plan for Faculty and Professional Employees or who are eligible to take normal retirement under the Maine State Retirement System.
The lump sum described above shall be deposited in the employee’s basic retirement account up to the maximum amount determined by regulations of the Internal Revenue Service. Any remaining amount shall be deposited in the employee’s basic retirement account in the next January following the date of retirement up to the maximum determined by IRS regulations. If any of the lump sum amount remains to be paid after this second payment to the retirement account, the employee may elect at that time to receive that amount as taxable income with interest credited from the date of retirement.
Employees who retire under these provisions shall be eligible for health insurance continuation in accordance with University policy for retirees.
ADVANTAGE ACCOUNTS
Employees who work at least half-time may enroll in a Health Care Advantage Account and/or Dependent Day Care Advantage Account. Advantage Accounts allow employees to set aside paycheck money before taxes are withheld. Claims for eligible health care or dependent care expenses are reimbursed through paychecks. Reimbursements are tax free.
There is an open enrollment period each year. New employees may enroll within 30 days of starting work. More information on the Advantage Accounts program is available from the university Benefits Office or the System Human Resources Office. The Open Enrollment and Advantage Account Program Forms are also available on the Web.
SAVINGS PLANS
Credit unions are available to regular employees who may become members by paying a membership fee. Payroll deductions can be made upon authorization.
Payroll deductions will be made for any regular employee who wishes to enroll in the United States Government Savings Bond Program.
DIRECT DEPOSIT
Employees may authorize that salary payments occur through direct electronic deposit to a savings or checking account. The University encourages employees to use this convenient method of receiving payments.
Last Updated:
November 2, 2006