Payroll payments are made by check and may be picked up by the employee in the Business Office (Administration Building) on payday after 9:00 a.m. Faculty and other exempt employees are paid once per month, distributed on the last working day of the month. If a payday falls on a holiday, checks will normally be distributed the preceding day.

Employees payroll checks may be deposited by direct deposit, available with local or out-of-town banks. For additional information, contact the Human Resources Office.

Employee personal checks may be cashed to a maximum of $50.00 per day at the Cashier's Window, Business Office in the Administration Building.

B. Holiday, Sick Leave and Miscellaneous Leave Policy

Holiday. Georgia Southwestern observes 12 official holidays each year. A schedule of holidays is published each year by the Human Resources Department. A terminating employee will not be paid for any official holidays occurring after the last working day of their employment.

Sick Leave. Regular full-time employees shall accrue sick leave at the rate of one working day per calendar month of service. Regular part-time employees working one-half time or more accumulate sick leave in an equivalent ratio to their percentage of time employed. Sick leave for employees shall be cumulative. Full-time faculty members during the academic year who are teaching summer term classes are entitled to additional sick leave accrual. The additional amount earned will be based on the number of course hours taught during summer term. Contact Human Resources or the Payroll Department if you have any questions regarding the rate of accrual.

Employees may utilize accrued sick leave for the following reasons:

Illness or injury of the employee.
Medical and dental treatment or consultation.
Quarantine due to a contagious illness in the employee’s household.
Illness, injury, or death in the employee’s immediate family requiring the employee’s presence. “Immediate Family” is defined as: mother, father, husband, wife, son, daughter, brother, sister, mother-in-law, father-in-law, son-in-law, daughter-in-law, brother-in-law, sister-in-law and grandparents.

The death of a family member can be a very difficult and emotional time, therefore Georgia Southwestern supports the need for time away from work. In the event of a death in an employee’s immediate family, regular full-time and regular part-time employees may take up to three days sick leave, if needed. Of course, additional time may be granted after consultation with the employee’s supervisor.

If sick leave is claimed for a continuous period in excess of five (5) working days, a physician’s statement is required to permit further claim of sick leave benefits by the employee-patient. At the supervisor’s discretion, a physician’s statement can be required for a shorter period.

Interpretation of Sick Leave Policy for Full Time Faculty. The following provisions for the reporting of sick leave shall apply to all full time faculty, employed by institutions of the University System of Georgia, who serve primarily in assignments defined by faculty roles in instruction, research and scholarly activity, and service.

(1) Faculty are responsible for informing their Chair of any illness that prohibits them from meeting their assigned responsibilities in instruction, research, and service.

(2) In reporting sick leave, academic year faculty will report leave based on the number of whole hours sick as defined by the BOR Policy 802.08, with a full day being eight (8) hours, a half day being four (4) hours, and less than a half day based on whole hours missed, with a full week being the equivalent of a forty-hour workweek.

(3) Nothing in this policy shall be interpreted to indicate that faculty work on a standardized schedule.

Sick Leave Without Pay. Any employee unable to return to work after exhausting all accumulated sick leave and accrued vacation leave may request sick leave without pay for a period not to exceed one year. Furthermore, such approved sick leave shall allow the employee the right to elect to continue their group insurance benefits and the institution will continue its share of the cost for a period not to exceed one year. All other benefits are prohibited which otherwise would accrue to the employee.

Ordered Military Duty. For the purpose of this policy, ordered military duty is performed in the service of the State or the United States, including but not limited to service schools conducted by the armed forces of the United States. Such duty, performed for a period or periods not exceeding a total of 30 days in any one calendar year, shall be deemed “Ordered Military Duty” regardless of whether the orders are issued with the consent of the employee.

Selected Service and Military Physical Examination. Any regular employee required by Federal law to take a selective service or military physical examination shall be paid for any time lost to take such an examination.

Leave of Absence. An employee who receives orders for active military duty shall be entitled to absent himself or herself from their duties and shall be deemed to have a leave of absence with pay for the period of such ordered military duty, and while going to and returning from such duty, not to exceed a total of eighteen (18) work days in any one calendar year and not exceeding eighteen (18) work days in any one continuous period of absence. At the expiration of the maximum paid leave time, continued absence by the employee shall be considered as military leave without pay. The employee shall be required to submit a copy of the orders to active duty.

Emergency Leave of Absence. Notwithstanding the foregoing leave limitations of eighteen (18) days, in the event the Governor declares an emergency and orders an employee to State active duty as a member of the National Guard, such employee while performing such duty shall be paid their salary or other compensation as an employee for a period not exceeding thirty (30) days in one calendar year and not exceeding thirty (30) days in any one continuous period of such State active duty service.

Maternity Leave. Disability due to pregnancy shall be considered as any other disability and appropriate sick leave provisions of these policies shall apply.

Family Leave. Any employee who has been employed on a half-time basis or greater for at least twelve months is eligible for twelve work weeks of family leave during a 12-month period commencing on the date the family leave begins. Family leave shall be unpaid leave; however, if an employee is eligible to use accumulated sick leave, the employee, after obtaining permission from the employer, may do so exclusive of the twelve weeks of family leave. Family leave shall be granted to an eligible employee in the event of

a. the birth of the child of the employee;

b. the placement of a child with the employee for adoption;

c. a serious health condition of the employee’s child, spouse, parent or spouse’s parent necessitating the employee’s presence; or

d. a serious health condition of the employee which renders them unable to perform the duties of their job.

With certain exceptions as indicated in the Family Leave Act, family leave entitles the employee to be restored to the position held prior to going on family leave or to an equivalent position with equivalent benefits and pay. Family leave allows the employee to maintain their employee benefits during the period of leave with institutional participation in the payment of premiums.

Fair Labor Standards Act. When exempt employees are absent from work for less than one scheduled workday and their accumulated (sick) leave is insufficient to cover the partial day of absence, they shall be placed on Fair Labor Standards Act leave with pay for the period of the absence.

Court Duty. Court duty leave with pay shall be granted regular employees for the purpose of serving on a jury or as a witness. Such leave shall be granted upon presentation of official orders from the appropriate court.

Voting. Employees of the University System are encouraged to exercise their conditional right to vote in all federal, state, and local elections. When an employee’s normal working hours coincide with voting hours, the employee shall be granted leave as stipulated by their immediate supervisor, for the purpose of voting.

Personal Leave. At the discretion of the President of an institution, personal leave of absence without pay for periods not to exceed one year may be approved. Such approved personal leave shall allow the employee the right to elect to continue group insurance benefits.

Other Leave. In the event of inclement weather or any emergency which requires leave of absence of employees, the President may declare leave with or without pay.

C. Leaves for Professional Personnel

Leaves of absence of one year or less with or without pay may be granted by the institution's president and reported to the Chancellor. Extensions of such leaves, or the initial granting of leaves of more than one year, require the approval of the Chancellor or his/her designee. (BOR Policy Manual 802.0804)

Approved leave shall allow employees the right to elect to continue group insurance benefits with institutional participation. (BOR Policy Manual 802.0804)

D. Retirement - Teachers' Retirement System or Regents' Retirement Plan

It is the policy of the Board of Regents to provide for the retirement of all eligible employees either through the Teachers' Retirement System of Georgia or the Regents' Retirement Plan. Eligible employees of the Regents' Retirement Plan are those employees defined in the Board of Regents' Policy Manual under Sections 203.0301 and 203.0302 as the "Corps of Instruction and Administrative Officers," and as further defined by the University Statutes, and whose appointment is subject to approval of the Board of Regents. Information on each plan is available from the Human Resources Office.

403(b) Tax Sheltered Annuity Program. Supplemental retirement plan through payroll deduction: the employee contributes the total monthly cost on a pretax basis. Companies allowed for payroll deduction include VALIC, TIAA-CREF, Lincoln National, Equitable, State Merit System, Vanguard Group, Dreyfus Service Corporation, and New York Life. Contact the Human Resources Office for additional information.

E. Workers' Compensation Insurance

All employees of the University System are covered by Workers' Compensation Insurance.

F. Social Security

Employees at the University participate equally in the Social Security program. Benefits are payable for death, disability, and retirement under Social Security and are separate from income received from the Teachers Retirement System or the Regents' Retirement Plan. Applications for benefits should be made a minimum of three months prior to the desired beginning date. The current contribution rate is 7.65% of covered wages, up to $87,000.

G. Group Insurance Plans

Health Insurance. Georgia Southwestern State University, through the University System, offers comprehensive health care coverage to all regular employees who work on at least a half-time basis. This plan is presently self-insured through the University System of Georgia and is administered by Blue Cross/Blue Shield of Georgia. The University currently contributes 75 percent of the premium for three levels of coverage: Individual, Individual and one dependent, and Individual and two or more dependents. Employee contributions (25 percent) are automatically pretaxed. The rate schedule is published annually by the Human Resources Office. A dependent who is over 19 but less than 26 years of age who is a full-time student at an accredited school, can be covered under this Plan. Employees may be eligible for retiree health benefits if they retire from active service with certain age and service requirements having been met. For more details, contact the Human Resources Office.

Dental Insurance. The University makes available comprehensive dental coverage for all regular employees who work at least on a half-time basis. The employees pay 100 percent of the monthly premium for either individual or family coverage. An eligible dependent who is over 19 but less than 25 years of age who is a full-time student at an accredited school can be covered under this plan. Employees may be eligible for retiree dental benefits if they retire from active service having met certain age and service requirements. This Plan is also self-insured through the University System of Georgia, and Blue Cross/Blue Shield is the Plan Administrator.

Life Insurance. The University provides all regular employees, who work on at least a half-time basis, with $25,000 in basic life insurance coverage at no cost to the employee. In addition, the University offers a supplemental life insurance plan, whereby eligible employees may purchase additional life insurance for themselves, their spouse, or children, with the employee paying the full monthly premium through convenient payroll deduction. Details are available in the Human Resources Office. This Plan is also self-insured. The Plan Administrator is Connecticut General Insurance Company of North America (CIGNA).

Cancer and/or Intensive Care Insurance. Supplemental specialized cancer care and/or intensive care insurance is available through American Family Life Assurance Company of Columbus, Georgia. The GSW employee pays the total monthly cost through convenient payroll deduction; premiums vary according to the level of coverage. Contact the Human Resources Office for additional information.

H. Long Term Disability Plan

Georgia Southwestern State University offers its employees a Long Term Disability Insurance to protect against protracted loss of income when one is totally and permanently disabled. This plan is designed to guarantee an employee monthly income of approximately 60 percent of his/her regular monthly salary (before taxes). There is a waiting period of 90 or 150 days before the employee can begin to receive benefits if disabled. The monthly premium is paid by the employee through convenient payroll deduction. Contact the Human Resources Office for current rates. Premium cannot be pre-taxed. Eligibility terminates at age 65. Carrier: ITT Hartford. All regular employees working one-half time or more and under 64 years of age are eligible. The cost is subject to change on an annual basis.

I. DOCO Credit Union

Employees may join the Dougherty County Employees Federal Credit Union (DOCO) and designate a set amount monthly to be deposited using convenient payroll deduction. DOCO now has a local branch office in Americus. For further information on the services available from the Credit Union, contact the Human Resources Office.

J. Flexible Benefits Reimbursement Accounts

This Plan allows certain employee expenses to be excluded from taxable income, resulting in greater spendable income. Covered expenses include qualified medical and dental expenses that are not reimbursed by the University Health and Dental Plans, and Dependent Care expenses incurred as a result of employment. New employees may join the Plan within 30 days of employment. The Plan Year is January 1 - December 31; there is an annual open enrollment period in November to allow employees to make an election for the new year.

K. Unemployment Compensation Insurance

The passage of Federal and State legislation place institutions of higher education under Employment Security Laws effective January 1, 1972. All costs will be paid from State Funds.

L. Faculty Travel

The University budget provides for travel by faculty members for the purpose of attending various meetings and professional functions outside the city. The President, Vice President for Academic Affairs, and the academic deans and department chairs may request that faculty members attend various state and regional meetings to represent the University and its departments. Faculty members who wish to attend such functions must secure prior approval of the dean of the school or department chair and the Vice President for Academic Affairs. Faculty children and spouses are prohibited from traveling in university-owned vehicles. An American Express Corporate Charge Card (no annual fee) is available for GSW travel business expenses. For additional information and application form, contact the Human Resources Office.

M. Private Automobile Travel Allowance

Private automobile travel allowance is .485 cents per mile. Reimbursement for meals will be made on a reasonable basis. Employees are entitled to reimbursement for breakfast expenses if they depart prior to 6:30 a.m., and for dinner expenses if they return later than 7:30 p.m. The noon meal is not reimbursable unless overnight lodging is incurred. Receipts for meals are not required. A travel approval form must be approved by the academic dean and the Vice President for Academic Affairs, and cleared by the Business Office before departing from the campus. Upon return from such an authorized trip, the faculty member must complete the proper expense form for reimbursement, giving mileage readings and any other allowable expenses incurred during the trip. It is expected that reservations will be made in advance whenever practical, that minimum rate accommodations available will be utilized, that "deluxe" hotels and motels will be avoided, and that commercial rates will be obtained whenever possible. Receipts for lodging expenses must be attached to the expense statement. Each person on travel status must file a separate travel approval form and expense statement. The Hotel/Motel Excise Tax Exemption form must be used when traveling on authorized trips within the State of Georgia.

N. Printing Services

To assure that all university publications meet legal, content and quality requirements, all requests for off-campus printing, regardless of size or cost, must be approved by the Office of University Relations. Materials to be circulated off-campus, regardless of printing source, are to be reviewed by the Office of University Relations.

O. Mail Service

Postage for official correspondence will be paid by the University. United States mail is picked up at the campus post office at 5:00 p.m. Monday through Friday.

Mail delivered to the campus post office thirty minutes prior to the pick-up will be processed that day. Packages containing educational material may be mailed at a special rate. All campus mail is coordinated through the Campus Post Office. Incoming and internal mail is processed once a day in the morning. Departments/schools may elect to pick up their mail at the Campus Post Office or at the Administration Building. All library mail will be delivered to the library. Materials Management will deliver heavy or bulky packages.

Any outgoing mail for the afternoon must be delivered to the Campus Post Office by the departments/schools no later than 4:30 p.m. or to the Administration Building no later than 3:00 p.m. Bulk mailings are by special arrangement with the Campus Post Office.

It is the responsibility of each department/school to arrange a satisfactory method of distributing mail to the faculty in that department/school.

P. Telephone Service

Telephones are located in various offices for official university use by the faculty. Local calls may be made freely. Long distance calls shall be for business purposes only.

Q. Faculty Parking and Automobile Registration

Each faculty member must secure a decal for the vehicle he/she will be using on campus. Each faculty may secure a maximum of two (2) decals. Vehicles operated by faculty must display a current faculty decal. Decals are available at the Public Safety office at no cost.

A limited number of faculty/staff parking areas are available on campus. Faculty are required to park in designated Faculty and Staff areas, during the hours of 7:00 a.m. to 5:00 p.m. on class days. In the event designated Faculty and Staff areas are not available, the all zone facility at the rear of the library must be used. The area in front of the Administration Building is reserved for visitors.

Faculty members are required to respond to Public Safety parking citations. Payment may be made or an appeal filed at the Public Safety office. Citations are due and payable within 3 class days after the citation issue date. Citations not paid within 30 days of the citation issue date will be classified as delinquent fines. The accounts will be forwarded to the Business Office for collection. This may include the withholding of the faculty member's next paycheck.

R. Financial Exigency Policy, University System of Georgia

"Anything in the Policies of the Board of Regents to the contrary notwithstanding, if the Board of Regents finds that a condition of Financial Exigency exists either at an institution, within an academic or other unit of an institution, or in the University System generally, then the layoff or termination of tenured faculty, non-tenured faculty or other contract employees before the end of their contract term, will be handled in accordance with the Financial Exigency policy set forth in Section 805-805.03, Policies, Board of Regents." For complete policy information, the faculty member is referred to the Policies of the Board of Regents.

Georgia Southwestern State University, 800 Wheatley Street, Americus, GA 31709