BENEFIT SUMMARY – SECTION 4
OF EMPLOYEE HANDBOOK
CAL STATE SAN MARCOS FOUNDATION

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Eligibility for Benefits
Cal State San Marcos Foundation offers a comprehensive benefits package for all eligible employees that is a significant part of total compensation. Generally, eligibility for the Foundation’s benefits can be summarized by the following table:

1. Benefits, within an eligible category, become effective on the first of the month following date of hire.
    
2. Benefits are pro-rated according to the number of hours/week an employee works.
    
3. Benefits become effective immediately upon employment within an eligible category.
    
4. Student Assistants may be exempt from FICA and Medicare taxes during the academic year.

The Foundation reserves the right to modify, amend or terminate (in whole or in part) any employee benefit.

Summary of Medical and Related Benefits
The Foundation provides medical, dental and vision insurance programs to its Regular employees. Some programs are supported fully by the Foundation; the cost for others is shared by the employee and the Foundation.

Medical: Regular employees who are appointed for at least one year may enroll in the health plan of his or her choice. The effective date of medical coverage is the 1st day of the month following receipt of the completed enrollment form by the Human Resources Office. The Foundation and the employee may share in the cost of this program. Enrollment can be for yourself and your eligible dependents. Complete details of our medical benefit plans are described in separate materials which will be provided to you at your request or when you become eligible for this benefit.

Dental & Vision: Regular employees who are appointed for at least one year and their eligible dependents may enroll in the dental or vision plan. The effective date of one’s dental and/or vision coverage begins the 1st day of the month following receipt of the completed enrollment form by the Human Resources Office. Complete details of our dental and vision benefit plans are described in separate materials which will be provided to you at your request or when you become eligible for this benefit.

Retirement Plan: Regular employees who are appointed for at least one year are eligible to participate in the Foundation’s 403(b) retirement plan on the first day of the month following date of hire. Complete details of our retirement plan are described in separate materials which will be provided to you at your request or when you become eligible for this benefit.

Holidays
The President of the University establishes the academic work days and holidays for the University, and the Foundation observes the same holidays. If classes are scheduled on a particular holiday, the President may reschedule the holiday to be observed on a different day. In order to qualify for holiday pay, eligible employees must be employed and on paid status with the Foundation on the date that the holiday is actually observed, as established by the University’s academic calendar.
The following days are observed as holidays, although they may be actually observed on a different date: January 1st; Martin Luther King Jr.’s Birthday; Lincoln’s Birthday; Washington’s Birthday; Cesar Chavez’s Birthday, Memorial Day; July 4th; Labor Day; Admission Day; Columbus Day; Veteran’s Day; Thanksgiving Day; December 25th; and other days designated by the Governor as a public holiday.

Holiday pay will be paid on a pro rata basis to eligible employees who are regularly scheduled to work fewer than eight hours per day. In some instances, employees may be required to take vacation or PTO during the closure of the campus between December 25 and January 1. Employees must report holidays on their time sheets.

Personal Holidays
In addition to the 13 holidays observed by the Foundation, regular employees receive a Personal Holiday. One Personal Holiday is available for all eligible employees to use as of January 1 of each year and should be used by December 31.

Vacation
In general terms, the intent of the Foundation’s vacation policy is to provide eligible employees with a period of rest and relaxation away from work. Vacation benefits begin to accrue to eligible employees immediately upon employment. Those employees who receive paid academic breaks do not accrue vacation.

Eligibility & Rate of Vacation Accrual
Employees who are regularly scheduled to work 40 hours per week and who have been appointed for a period of six months or longer may accrue vacation according to the following schedule:

Employees who are regularly scheduled to work at least 20 hours per week but less than 40 hours per week and who have been appointed for a period of six months or longer may accrue vacation on a pro rata basis. All other employees, including Student Assistants, are not entitled to accrue vacation.

Maximum Vacation Accrual
Employees may accrue vacation up to a maximum amount that equals two times the employee’s annual accrual entitlement. Once an employee has accrued the maximum amount of vacation pay, the accrual will stop. Employees may begin accruing vacation pay again once the employee has used some of his or her accrued but unused vacation pay.
Vacation benefits do not accrue for time worked in excess of 40 hours per week, such as overtime. Vacation also does not accrue during an unpaid leave of absence.

Use of Vacation

• Vacation shall not be used prior to the time it is actually earned, and must be used in increments of one hour or more.
   
• Completion of one full month of service with the Foundation is necessary before vacation leave may be used. To ensure an efficient work flow, written approval of your supervisor and/or appropriate administrator is required prior to the use of vacation. The requester should provide as much advance notice as possible prior to the proposed vacation leave, and vacation schedule requests will be considered in light of the expected work load and availability of staff for that period of time.
   
• All employees on sponsored projects are expected to use their vacation within the grant or project period; otherwise all accrued but unused vacation will be paid at the end of the project period.
   
• All Temporary employees who are eligible for vacation should use their vacation during their period of appointment; otherwise all accrued but unused vacation will be paid at the end of the appointment.
   
• All accrued but unused vacation benefits are paid at the time of separation of employment at the employee’s current rate of pay.

Personal Time Off (PTO)
The Foundation recognizes that each employee needs time off due to illness or to take care of personal business. Personal Time Off (PTO) may be used for a personal illness, medical appointments, school appointments, observance of religious holidays, or to conduct personal business.

Eligibility & Rate of PTO Accrual
Employees who are regularly scheduled to work 40 hours per week and who have been appointed for a period in excess of six months may accrue PTO at the rate of six (6) hours per month (3 hours per pay period).

Employees who are regularly scheduled to work at least 20 hours per week but less than 40 hours per week and who have been appointed for a period of six months or longer may accrue PTO on a pro rata basis. Employees who are employed by an academic-related appointment may be eligible to accrue PTO on a pro rata basis based on their teaching load. All other employees, including Student Assistants, are not entitled to accrue PTO.

Maximum PTO Accrual
Employees may accrue PTO up to a maximum amount that equals two times the employee’s annual accrual entitlement. Once an employee has accrued the maximum amount of PTO, the accrual will stop. Employees may begin accruing PTO again once the employee has used some of his or her accrued but unused PTO.

PTO does not accrue for time worked in excess of 40 hours per week, such as overtime. PTO also does not accrue during an unpaid leave of absence.

Use of PTO

• PTO shall not be used prior to the time it is actually earned, and must be used in increments of one-half hour or more.
   
• Completion of one full month of service with the Foundation is necessary before PTO may be taken. Employees should request Personal Time Off in advance for pre-scheduled appointments (meetings, appointments, etc.) so that adequate staffing may be ensured.
   
• All employees on sponsored projects are expected to use their PTO within the grant or project period, otherwise all accrued but unused PTO will be paid at the end of the project period.
   
• All Temporary employees who are eligible for PTO should use their PTO during their period of appointment, otherwise all accrued but unused PTO will be paid at the end of the appointment.
   
• All accrued but unused PTO will be paid at the time of separation of employment at the employee’s current rate of pay.

Workers’ Compensation Insurance
All employees are covered by the Foundation’s Workers’ Compensation Insurance. The cost of the insurance is borne by the Foundation with no cost to the employee. The purpose of Workers’ Compensation is to assist employees who have suffered a job-related injury or illness. If you are injured on the job or incur a work-related illness, please contact your supervisor and the Human Resources office immediately in addition to seeking medical treatment with follow-up care as required.

State Disability Insurance
All of our employees are covered under the State Disability Insurance plan which provides benefits in the event you need to miss work due to a non-work-related accident or illness. A small percentage of your wages will be deducted each pay period for disability insurance. Benefits will begin from the first day you are hospitalized or after the seventh day of illness or accident if you are not hospitalized. You must file a claim with the State to receive this benefit.

An employee must file a claim with the Employment Development Department to receive any benefits. Claim forms for California State Disability benefits can be requested from your nearest California Employment Development Department.

Unemployment Insurance
All employees are covered by unemployment insurance which provides payment to an eligible individual who is unemployed, physically able to work and available to accept and actively seek employment as directed. The Foundation pays the entire premium for this insurance for our employees.

Educational Assistance
The Foundation has established an Education Reimbursement Program which assists employees who aspire to higher levels of skills and professional competencies. Educational reimbursement may be used for successful completion of approved work-related classes or accredited courses leading to an undergraduate or graduate degree that supports the mission of the Foundation. Please see Human Resources for eligibility requirements and additional information about this benefit.

Employee Assistance Program (EAP)
The Employee Assistance Program provides confidential counseling and referral services to all Regular employees and members of their household 24 hours a day. This benefit is available through an external provider to assist you and your family in dealing with a wide variety of problems or concerns such as those involving relationships, parenting, drug/alcohol abuse, depression, communication, stress, and concerns related to your job. All services are kept strictly confidential.

September 2002