Samford University

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Samford University

• New Employee Orientation

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ETHICSPOINT

• Samford University has set up a phone and
  Internet-based reporting system which will allow
  people to report issues or concerns in a totally
  anonymous and confidential manner.
• 866-384-4277
• Human Resources website
• Samford Portal under Quick Links

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ETHICSPOINT

• EthicsPoint can be used to anonymously report
• Ethical violations relating to accounting or
  finance
• Theft
• Harassment
• Discrimination
• Conspiracy
• How can employees have confidence and provide
  assurance regarding their anonymity?
• Reports are protected by the latest encryption
  technology.
• EthicsPoint does not track or capture screen
  names or computer address (no cookies)
• Reports are never emailed, faxed or mailed and
  are only made available to trained personnel

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Lynda.com

• Online software training accessible via the
  Samford portal and the HR website
• Offers training in
• Business Applications (i.e. MS Office)
• Design
• Developer
• Home Computing
• Plus Creative Inspirations

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NO HARASSMENT POLICY

• Samford University does not and will not tolerate
  harassment of our employees. The term harassment
  includes, but not limited to
• Slurs
• Jokes
• Pranks
• Signs other verbal graphic or physical conduct
  relating to an individuals
• Race
• Color
• Sex
• National origin
• Citizenship
• Age
• Disability
• Sexual advances
• Requests for sexual favors
• Unwelcome or offensive touching or any other
  verbal graphic or physical conduct due to a
  sexual nature

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NO HARASSMENT

• Report such conduct to
• Your immediate supervisor
• Your supervisors immediate supervisor
• Director of Human Resources
• Do not assume that the Universitys management is
  aware that a problem exists.
• It is the employees responsibility to bring a
  complaint and concerns to managements attention
  so that it can be resolved.

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WORKERS COMPENSATION

• Under Samford University policy, workers who are
  injured at the workplace or in the course of
  employment must report the injury to their
  supervisor.
• An employee with an injury will be required to
  undergo a drug test and if impaired, may not be
  paid benefits under the Alabama Workers
  Compensation Law. In addition, the employees
  continued employment may be jeopardized.
• Refusal to take a urine or blood drug test after
  an accident will forfeit your rights to recover
  benefits.

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DRUG FREE WORKPLACE

• It is the policy of Samford University that the
  unlawful manufacture, distribution, dispensation,
  possession or use of a controlled substance in
  Samford Universitys workplace is prohibited.
• Violators will be disciplined, terminated or
  requested to participate in a rehabilitation
  program.
• The term controlled substance includes but is not
  limited to
• Heroin
• Marijuana
• Cocaine
• PCP
• Crack
• Legal drugs not prescribed by a licensed
  physician
• Employees are required by law to report to
  Samford University within five (5) days of the
  date of any conviction of any federal or state
  criminal drug statute where violation occurred on
  Samford Universitys premises.

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Employee Email Distribution Lists

• The University has numerous distribution lists
  available for discussion and communication. They
  are as follows
• Employee L
• Faculty L
• Staff L
• Announce L
• Classifieds
• Discuss

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Employee Email Distribution Lists
List Purpose Membership Users can unsubscribe?
EMPLOYEE-L Distribution of University business related information to Samford employees. All faculty and staff No
Faculty-l Distribution of job related information to Samford faculty. All faculty No
Staff-l Distribution of job related information to Samford staff. All staff No
Announce-l Distribution of announcements of interest to the Samford community. All faculty and staff Yes
Classifieds Distribution of classified advertisements to the Samford community. All faculty and staff Yes
Discuss Distribution of discussions of interest to the Samford community. All faculty and staff Yes
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Employee Distribution Lists

• The Employee L list should only be used for
  official University business related matters.
• Non-business related matters should use Announce
  L, Classifieds, or Discuss, depending on what
  is appropriate for the topic.
• We ask that care be given when using Reply All
  in outlook for Employee L messages, as those
  responses are sent to both the sender and the
  list.

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Employee Email Distribution Lists

• To unsubscribe from Announce, Classifieds, or
  Discuss
• Follow the instructions at the bottom of the
  email you received or,
• Contact the Help Desk at 726-2662 or
  support_at_samford.edu

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Email Signature

• Samfords university-wide email signature
  template should be used for all email
  communications
• Maintains consistency
• Allows for user personalization
• Inclusion of mobile phone number
• Samford-related personal website
• Major university brand marks

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Creating Your Samford Signature

• Use the following link to create your personal
  email signature
• http//samford.edu/communication/signature.aspx

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Samford 403b Plan

• All employees are eligible to defer into a 403b
  plan immediately upon hire subject to IRS
  statutory maximums.
• We have two providers that you can choose from
  Fidelity and TIAA-CREF

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Samford 403b Plan

• You may set aside pre-tax (traditional) and/or
  post tax (Roth) dollars to your individual
  account.
• You may begin deferrals to an account at any time
  and you may discontinue your deferrals to that
  account at any time.
• Only full-time employees are eligible for the
  match/contribution.

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Campus Map
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Employee Parking Decal

• These instructions are also in your packet.
• You will need your license plate to register
  for your permit.
• 1. Please log in to Banner. Go to the Employee
  tab.
• 2. Scroll down to the bottom of the list to
  Employee Parking Permits.
• 3. Enter in tag and make of vehicle. Click
  continue.
• 4. Enter in the model of vehicle. Click continue.
  
• 5. Your permit will come in your Samford
  department mail.

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Employee Parking Decal

• The permit should go on the drivers side lower
  left , front windshield.
• You also will see Parking FAQs in case you have
  questions regarding parking on campus or you can
  email Transportation Services directly at
  chaile_at_samford.edu.
• Employees are permitted to receive two permits
  for two different vehicles. The permits are
  repositionable and will not permanently adhere to
  your window. If you need to update your vehicle
  information please contact Transportation
  Services by emailing chaile_at_samford.edu or
  calling 4146.

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Personal Information
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Direct Deposit Form
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Payroll Advice Form
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Example Pay Advice
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ATTENDANCE REPORT
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Monthly Payroll Schedule
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BW Payroll Schedule
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A-4 Form
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W-4 Form
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Check List
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Benefits Summary
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Health and Dental Plan

• The provider for our health and dental plans is
  Blue Cross Blue Shield of Alabama
• The plans are PPO plans. This means you may
  visit any doctor of your choosing within the BCBS
  preferred provider network without a referral.
• To find an in-network provider, go to BCBSAL.com
  and click on the Find a Doctor link.
• You are allowed to visit out-of-network
  providers, however to receive the maximum benefit
  try to visit preferred providers.
• SPDs for both the health and dental plan are
  included on your thumb drive.

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Health and Dental Plan

• Coverage is effective upon your full time hire
  date.
• You have 30 days from your full time hire date in
  which to enroll in coverage.
• There are three levels of coverage offered
• Individual
• Two-person (employee one dependent)
• Family (employee two or more dependents)

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Health and Dental Rates

• 2014 Rates
• Monthly Paid Employees
• Individual Coverage 123.50/month
• 2Person Coverage 249.75/month
• Family Coverage 290.75/month
• BiWeekly Paid Employees
• Individual Coverage 61.75/pay period
• 2Person Coverage 124.87/pay period
• Family Coverage 145.37/pay period
• Please note that deductions of the BiWeekly
  payroll are deducted from 24 paychecks per year.

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Health Plan

• Physician co-pay is 25.00 for primary care
  physician and 40.00 for specialist physician.
• Primary care physician includes Internist,
  Family Care doctor, OBGYN, Pediatrician.
• Examples of specialist physician ENT,
  Gastroenterologist, Dermatologist
• The major medical deductible is 350 per person
  with a maximum of 1,050 per family. This
  deductible is calendar year.

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Prescription Coverage

• Prescription drug coverage is included in the
  health plan
• It is a point of sale prescription plan. This
  means you pay for prescription at time of sale
  and then file for reimbursement with BCBS.
• Reimbursement schedule
• 100 for generic
• 80 for preferred name brand, after deductible
  has been met
• 60 for non-preferred name brand, after
  deductible has been met
• 50 for specialty, after deductible has been met

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Prescription Coverage

• To receive the reimbursement you must have your
  prescriptions filled at a participating pharmacy.
  There is no reimbursement when you go out of
  network.
• To find a participating pharmacy, go to
  BCBSAL.com and click on the link, Find A
  Pharmacy.

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How to File Drug Claims Online
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Vision Coverage

• Vision coverage is also included in the health
  plan
• Covers routine vision care
• Pays 80 of the allowed amount with no deductible
• Coverage limited to 200.00 per person each
  24-month period. The 24 month period is from the
  time the benefit is used.

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Dental

• Plan provides for two routine cleanings per year
  with no deductible, no co-pay
• 25 deductible for non-routine services
• Coverage is limited to a total of 1000.00 per
  member per year
• Orthodontia coverage is available for dependents
  age 19 and under. Coverage is limited to 2000
  total.

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AirMed

• If you are hospitalized more than 150 air miles
  from home, Air Medical Services provides air
  ambulance transport to a hospital near your home.
  
• Individuals and family members covered by the
  health plan are also eligible for Air Medical
  Services.
• Eligibility is verified prior to providing
  services.

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Air Med

• Areas of the world that the US State Department
  has issued travel restrictions or declared a high
  risk are subject to exclusion.
• A member with simple injuries or mild illness,
  which can be treated by a local doctor and does
  not require hospitalization does not qualify for
  air medical transport.

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BCBS Application Due 30 days from your full
time hire date
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VSP Vision Care

• VSP Vision Care is an optional vision plan
  available to all full time employees.
• You do not have to be a participant in the
  Samford BCBS plan to participate in the VSP
  Vision Care Plan.
• If you do enroll in the Samford BCBS plan the VSP
  benefits would be in addition to the vision
  benefits provided in the BCBS plan.

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VSP Vision Care

• 2014 Rates
• Monthly Paid Employees
• Individual Coverage 7.39/month
• 2Person Coverage 14.78/month
• Family Coverage 23.80/month
• BiWeekly Paid Employees
• Individual Coverage 3.70/pay period
• 2Person Coverage 7.39/pay period
• Family Coverage 11.90/pay period
• Please note that deductions of the BiWeekly
  Payroll are deducted from 24 paychecks per year.

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VSP Vision Care

• The VSP Vision Care Plan provides for
• Well Vision Exam once every calendar year,
  subject to a 20 co-pay when using a VSP doctor.
• Prescription Glasses, subject to a 20.00 co-pay
  when using a VSP doctor
• Lenses every calendar year
• Frames every other calendar year (up to 150
  allowance for a wide selection of frames)

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VSP Vision Care

• The VSP Vision Care Plan provides for
• Contacts (instead of glasses) every calendar year
• Up to a 60 co-pay for your contact lens exam
  (fitting and evaluation)
• Up to 150 allowance for contacts

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VSP Vision Care

• Extra Savings and Discounts
• 20-25 savings on non-covered lens options
• 20 off additional glasses and sunglasses,
  including lens options, from any VSP provider
  within 12 months of your Well Vision Exam
• Average of 15 off the regular price or 5 off
  the promotional price of laser vision correction
  from contracted facilities

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VSP Vision Care

• If you use a provider other than a VSP doctor
• Exams covered up to 45
• Single Vision Lenses covered up to 30
• Lined Bifocal Lenses covered up to 50
• Lined Trifocal Lenses covered up to 10
• Frames covered up to 70
• Contacts covered up to 105

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VSP Vision Care
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Life Insurance

• Basic group life coverage in the amount of 2.5
  times salary is provided for all full time
  employees of the University.
• Premium is paid by Samford
• Carrier is Reliastar/ING

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Accidental Death and Dismemberment Policy

• ADD coverage in the amount of 2.5 times salary
  is provided for all full time employees of the
  University.
• Premium is paid by Samford
• Carrier is Chubb Insurance Group

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Dependent Life Insurance

• Dependent life insurance in the amount of
  2,000.00 is available for all full time
  employees.
• Premium is paid for by Samford.
• Eligible dependents are spouses and children age
  18 and under or age 23 and under if full time
  student.

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Long Term Disability (LTD)

• Available to all full time employees.
• Carrier is Lincoln Financial
• Premium is paid for by the University
• If you are sick or disabled, after a period of 90
  days of continuous disability you will be
  eligible to receive a monthly benefit.
• Benefit is 60 of your pre-disability earnings,
  reduced by other income benefits such as Social
  Security disability.

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Optional Life Insurance

• Have 30 days to enroll
• Carrier is Reliastar/ING
• Can enroll in optional employee life, spousal
  life and/or dependent life
• To enroll in additional spouse and/or dependent
  life, must also enroll in optional employee life.

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Optional Employee Life

• You may enroll in optional employee life up to a
  maximum of 500,000 of coverage in increments of
  10,000.
• The guaranteed issue amount is 100,000. Any
  amount over 100,000 is subject to evidence of
  insurability.
• The premium is age based. Scale is included on
  the Notes for Optional Life Insurance form.
• The premium is an after-tax deduction on your
  paycheck. Because of this, the insurance may be
  discontinued at any time.

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Optional Spousal Life

• You may enroll in optional spousal life up to a
  maximum of 500,000 of coverage in increments of
  10,000.
• The guaranteed issue amount is 50,000. Any
  amount over 50,000 is subject to evidence of
  insurability.
• The premium is age based. Scale is included on
  the Notes for Optional Life Insurance form.
• Remember to enroll in this coverage, you must
  enroll in at least 10,000 of optional employee
  life.
• Please note, the amount of optional spousal life
  must be equal to or less than the amount of
  optional employee life.

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Optional Dependent Life

• You may enroll in optional dependent life up to a
  maximum of 10,000 of coverage in increments of
  5,000.
• The premium for 5000 of coverage is 1.00 per
  month and the premium for 10,000 of coverage is
  2.00 per month.
• This insurance is for dependents age 18 and under
  or age 23 and under if the dependent is a full
  time student.
• Remember to enroll in this coverage you must
  enroll in at least 10,000 in optional employee
  life.

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Optional ADD Insurance

• You may enroll in optional accidental death and
  dismemberment insurance (ADD) up to a maximum of
  500,000 in increments of 1,000.
• Amounts in excess of 250K cannot exceed 10 times
  your salary.
• The premiums are 1.9 cents per 1000 for
  individual coverage and 3 cents per 1000 for
  family coverage.

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Life Insurance Enrollment Form
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Business Travel

• Samford University provides, at no cost to its
  employees, a benefit in the event of your death
  while traveling on University business.
• The benefit for full-time employees is based on
  your position and annual salary and ranges from
  200,000 to 500,000.

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Medical Spending Account

• Allows you to set aside pre-tax dollars for
  medical expenses.
• You may elect to have up to 2500.00 set aside
  for the 2014 plan year
• Examples of eligible expenses are co-pays,
  deductibles, and prescriptions.
• You have 30 days from your hire date to enroll in
  this coverage. Next time you may enroll will be
  during open enrollment.
• If you enroll, make sure to estimate your
  expenses carefully. Any amount over 500 that is
  left in the account at the end of the year will
  be forfeited.
• Amounts of 500 or less can be rolled in the 2015
  plan year.

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Medical Spending Account Form Due 30 days from
full time hire date
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Dependent Care Spending Account

• Allows you to set aside pre-tax dollars for
  dependent care expenses.
• You may elect to have up to 5000.00 set aside
  for the 2014 plan year
• Examples of eligible expenses are payments for
  daycare and in-home care for your dependents.
• You have 30 days from your hire date to enroll in
  this coverage. Next time you may enroll will be
  during open enrollment.
• If you enroll, make sure to estimate your
  expenses carefully. Any money left in the
  account at the end of the year will be forfeited.
  

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Dependent Care Spending Form Due 30 days from
full time hire date
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Samford University 403b Plan

• All employees are eligible to defer into a 403b
  plan immediately upon hire subject to IRS
  statutory maximums.
• Contributions by the University are applied to
  individual annuities or accounts by TIAA-CREF and
  Fidelity Investments.

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Samford University 403b Plan

• You may set aside pre-tax (traditional) and/or
  post tax (Roth) dollars to your individual
  account.
• We have two providers that you can choose from
  Fidelity and TIAA-CREF
• You may defer to an account at any time and you
  may discontinued your deferrals to that account
  at any time.

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Samford University 403b Plan

• While you may contribute to the 403b Plan
  immediately after employment, full-time
  participants will be eligible to enter the plan
  for an employer match and contribution on the
  first January 1 or July 1 following one year of
  service requirement and attainment of age 21.

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Samford University 403b Plan

• Once you have met the eligibility requirements,
  Samford will make a 1 for 1 match of all
  employee contributions up to 3 of pay.
• This match is vested at the rate of 20 per year.
  

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Samford University 403b Plan

• The contribution rate is tied to years of service
  pursuant to the following schedule

YEARS OF PARTICIPATION CONTRIBUTION RATE
1-3 2
4-6 3.5
7 5
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Samford University 403b Plan

• The contribution is applied annually on 12/31,
  after you have met eligibility requirements.
• You must be employed on 12/31 to receive the
  contribution.
• The contribution is vested at the rate of 20 per
  year.

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Employee Tuition Benefit (ETB)

• You may use the ETB to obtain an undergraduate or
  masters degree here at Samford tuition free as a
  full time employee.
• Your spouse and dependent children may use the
  ETB to obtain an undergraduate degree at Samford.
  Tuition remission for your dependents is as
  follows 50 for the first two years of your
  employment, 75 beginning with your third year of
  employment, 100 beginning with your fourth year
  of employment.
• For dependent children to be eligible you must be
  able to claim them as legal dependents for the
  current calendar year for federal income tax
  purposes.

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ETB

• Employees may take up to 2 undergraduate classes
  or 2 graduate classes per term
• Only one class may be taken during the day
  subject to approval from the department head
• Time missed from work to attend day classes must
  be made up during the same workweek and on the
  university work premises.

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Vacation - Faculty

• Vacation days for full time faculty on nine-month
  agreements are those dates when classes are not
  in session and no official duties are planned
  according to the approved academic calendar of
  the University.
• Vacation days for full time faculty on twelve
  month agreements are 24 working days in each
  fiscal year normally taken when classes are not
  in session and no official duties are planned
  according to the approved academic calendar of
  the University.
• Vacation days do not accumulate to future
  agreement years.

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Vacation Staff

• Vacation is granted in a lump sum on July 1 of
  each year.
• The vacation grant is to be used during that
  fiscal year. Our fiscal year runs July 1 June
  30
• Any unused vacation will not carry-over from year
  to year.
• Also, unused vacation will not be paid out to
  terminating staff. 

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Vacation - Staff

• You must be employed for 3 months before you will
  be eligible to take vacation.
• Once you become eligible for vacation, your
  balance will be printed at the bottom of your pay
  advice.
• You must indicate vacation taken on your monthly
  attendance report or through an entry on
  TimeClock Plus.

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Vacation Staff

• Vacation pay may not be used during the two week
  notice period required when an employee resigns. 
• It is important that the resigning incumbent be
  available during the notice period to assist in
  the transition. 

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Vacation Staff

• During your first year of employment, vacation
  will be granted as follows
• If you are hired on or before the 15th of the
  month you will receive 1 day of vacation for that
  month PLUS one day of vacation for each month
  remaining in that fiscal year
• If you are hired after the 15th of the month, you
  will not receive any vacation grant for the month
  in which you are hired, but will receive 1 day of
  vacation for each month remaining in that fiscal
  year.

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Vacation Staff

• Hereafter, vacation will be granted as follows
• On the July 1st of your 2nd year of continuous
  employment 14 days
• On the July 1st of your 4th year of continuous
  employment  16 days
• On the July 1st of your 6th year of continuous
  employment  18 days

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Vacation - Staff

• On the July 1st of your 11th year of continuous
  employment  20 days
• On the July 1st of your 16th year of continuous
  employment 24 days

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Sick Leave - Faculty

• Faculty employees are awarded 10 days of sick
  leave upon employment.
• Additional sick leave is earned at the rate of
  one work day of sick leave per month.
• No more than 90 days of paid sick leave may be
  accumulated.
• Charges against sick leave accumulation are made
  only during the nine or twelve months of the
  agreement.
• No compensation or other benefit is received for
  sick leave not taken.

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Sick Leave - Staff

• Staff accrues 12 days of sick leave per year.
• Maximum sick leave accrual is 90 days.
• Sick leave may only be taken up to the amount
  that is accrued. We do not advance sick leave.
• Sick leave may be taken after you have completed
  three months of continuous full time employment.

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Holidays - Faculty

• Nine month faculty members are entitled to
  absences for all holidays indicated in the
  approved academic calendar of the University.
• Workload permitting, twelve month faculty are
  entitled to the official University holidays when
  University offices are closed.
• Time off to observe holidays when the University
  offices are open must be taken as vacation time.
• Holidays observed by Samford are New Years Day,
  MLK Day, Easter Monday, Memorial Day, July 4th,
  Labor Day, Thanksgiving Day, Friday after
  Thanksgiving, and Christmas Day.

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Holidays - Staff

• The holidays observed by Samford are New Years
  Day, MLK Day, Easter Monday, Memorial Day, July
  4th, Labor Day, Thanksgiving Day, Friday after
  Thanksgiving, and Christmas Day.
• These holidays are also listed in your employee
  handbook and on the Human Resources webpage.

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Funeral Leave

• Up to three days to attend or arrange funerals
  for immediate family.
• The time is charged to your sick leave
  accumulation.
• Immediate family includes spouse, child, parent,
  sibling, mother-in-law, father-in-law,
  daughter-in-law, son-in-law, grandchild,
  grandparent, brother-in-law and sister-in-law.

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Other Benefits

• Free admission to most home athletic events
• 10 discount at the University Bookstore on books
  and other items
• Food service facilities located in the University
  Center including 2.00 Friday in the Cafeteria
• An official branch of the United States Post
  Office is located on the ground floor of the
  University Center.

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Other Benefits

• Free tickets are available for most theater
  productions. Call the Theater Box Office, ext.
  2853, between the hours of 130pm and 430pm.
• Weight room, swimming pool, racquetball court,
  and indoor track facilities are available to
  faculty and staff when classes are not in
  session. For dates and times of availability
  contact Campus Rec at extension 2194.

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Thank you!

• We have enjoyed having you in orientation.
• Enjoy the rest of your day!