XVII Pay & Benefits
A. Summary of Employee Benefits by Employee Classification
1. A full-time regular employee (75%-100% workload), or an employee with an appointment to a full-time position with a nine to twelve-month contract, receiving 100% salary, is eligible for: Retirement benefits Annual leave (when applicable), sick leave, and holidays* Personal leave accrued at 1.333 hours per month* Medical and dental benefits and other optional employee-paid benefits Social Security Administration benefits State and local longevity*
*These benefits are pro-rated for full-time regular employees who work less than 100%.
2. A full-time regular employee under “special conditions,” or an employee with an appointment to a full-time position with a nine to twelve-month contract for a temporary period due to a special project, grant, or purpose, is eligible for: Retirement benefits. Annual leave (when applicable), sick leave, and holidays. Personal leave accrued at 1.333 hours per month. Medical and dental benefits and other optional employee-paid benefits. Social Security Administration benefits.
3. A full-time temporary employee (75%-100%), or an employee with an appointment for a limited short-term period to a full-time position for less than nine months and for a specific purpose, is eligible for Social Security Administration benefits only.
4. A part-time regular employee who works on a part-time basis for 20-29 hours per week or half of the regularly scheduled hours for that class of work, is eligible for: Annual leave (when applicable) and sick leave on a prorated basis. Medical and dental benefits (the employee pays 100% of the
premiums). State longevity on a prorated basis. Personal leave on a prorated basis. Holidays on a prorated basis. Social Security Administration benefits.
5. All hourly employees are paid at the prevailing College rates for hours worked and are not eligible for benefits other than Social Security Administration benefits.
B. Death Benefit If an eligible employee dies while employed by the College after one year as a contributing member, the beneficiary will receive a single lump sum payment. The payment equals the highest 12 months’ salary in a row during the twenty-four months before the employee’s death, but no less than $25,000 and no more than $50,000. This benefit is also paid if the employee dies within 180 days of the last day for which the employee was paid a salary. This is in addition to any other benefits to which the employee is entitled.
C. Direct Deposit All full-time and part-time employees will have their paychecks directly deposited to a bank account or credit union of the employee’s choice. Each employee will complete and submit form ACC-71 to the Human Resources Office.
D. Educational Advancement Policy
1. Instructional Employees A full-time regular instructor will receive a salary increase after employment upon completion of an approved, job-related program of study, culminating in the attainment of an advanced degree from an accredited institution. (An accrediting body recognized by the Council for Higher Education Accreditation, or CHEA must accredit the institution.) To qualify for the increase, the employee must obtain certification from the supervising administrators verifying that the program is job-related, either prior to beginning the program of study or at the time of employment if the program of study is in progress at that time. A copy of the certification must be filed in the employee’s personnel record.
a. The monthly salary of an instructor currently being paid at the Associate’s Degree level will be increased up to 3% upon attaining an earned, job-related Bachelor’s Degree from an accredited institution.
b. The monthly salary of an instructor currently being paid at the Bachelor’s Degree level will be increased up to 3% upon attaining an earned, job-related Master’s Degree from an accredited institution.
c. The monthly salary of an instructor currently being paid at the Master’s Degree level will be increased up to 3% upon completion of 30 hours beyond the Master’s Degree of job-related graduate credit from an accredited institution.
d. The monthly salary of an instructor currently being paid at the Master’s Degree plus 30 hours level will be increased by up to 3% upon attaining an earned, job-related doctoral degree from an accredited institution.
e. A degree-based salary increase for a full-time regular instructor will become effective on July 1 of the fiscal year following the submission of all the materials required to prove the satisfactory completion of the program, i.e., an official transcript. It is the responsibility of the employee to ensure that the appropriate credentials are submitted to Human Resources in a timely manner.
2. Non-Instructional Employees
a. A full-time regular non-instructional employee will receive a salary increase after initial employment upon completion of an approved, job-related program of study culminating in the attainment of an advanced degree from an accredited institution. (This must be from an accrediting body recognized by the Council for Higher Education Accreditation.) To qualify for an increase, the employee must obtain certification from the supervising administrators verifying that the program is job-related either prior to beginning the program of study or at the time of employment if the program of study is in progress at that time. A copy of the certification must be filed in the employee’s personnel record. A degree-based salary increase will not apply to employees who receive a degree to meet the minimum educational requirements of the job.
b. The monthly salary for employees covered by these guidelines will be increased up to 3% upon the attainment of an earned, job-related degree (at a higher level than the current education status) from an accredited institution.
c. It is the responsibility of the employee to ensure that the appropriate credentials are submitted to Human Resources in a timely manner.
E. Holiday Policy
1. All full-time regular employees with at least a nine-month contract will receive the paid holidays designated by the Board of Trustees. Employees with a full-time regular contract who work 75% (30 hours) or more for nine or more continuing months per fiscal year and part-time regular employees (20 hours or more per fiscal year) are entitled to the designated paid holidays on a prorated basis. Paid holidays are granted only to employees who are in the position on the day on which the holiday is scheduled.
2. Temporary full-time and temporary part-time employees are not entitled to paid holidays. Such employees observe holidays that are scheduled during their period of service.
3. The Board of Trustees approves when holidays are scheduled in the College calendar. The following twelve holidays are designated by the Board of Trustees to be observed by the College’s employees during the fiscal year: New Year’s Day 1 Martin Luther King Day 1 Easter Friday & Monday 2 Independence Day 1 Labor Day 1 Thanksgiving & the following day 2 Christmas, Veteran’s Day, plus two holidays 4
4. Full-time regular employees who are scheduled to work on a holiday will receive eight hours off or a prorated amount at a time convenient to the College.
5. An employee on leave of absence without pay or under suspension—and therefore in a non-pay status for the entire day before a holiday—will not be eligible to receive payment for such holiday or any other holiday that occurs while the employee is on such leave.
6. An employee who has been assigned to a non-institutional workstation, such as an immured agency or non-institutional employer location, will observe the same holiday and work schedule of the non-institutional agency or employer.
7. Regular holidays that occur during an annual leave, sick leave, or other paid leave period of any College employee will not be charged as annual leave, sick leave, or other paid leave.
All full-time regular employees are provided individual health insurance coverage and individual dental insurance coverage at no cost to the employee. Employees will be enrolled in the insurance plans in accordance with the provisions of the insurance contracts and on the first day of the month following the month they are hired. The employee has the option to provide insurance (hospitalization and dental) coverage for dependents in accordance with the provisions of the insurance contracts.
The College offers insurance coverage (health and dental) for employees who are employed in regular salaried job positions who work 75% of a full-load and are appointed to a nine or more month continuing contract per fiscal year.
Regarding continuation of insurance, an employee whose service with the College is interrupted due to leave of absence or due to the terms of employment (i.e., 9 to 11-month contracts) will receive a new contract to return to the College. The employee may elect to continue his or her hospitalization insurance during the leave period by making premium payments for the duration of the period. Premium payments are to be given to the Business Office prior to the first day of the leave, provided this policy is not in conflict with the agreement with the insurance carriers.
G. Longevity Policy
1. Local Longevity
a. To receive local longevity pay for service at the College, an employee must work at least half of the days in his or her anniversary month of employment. Local longevity pay is not prorated. Effective July 1, 1993, the county commissioners approved a longevity payment for all regular full-time and regular part-time employees who receive a 9 -12month contract based on years of service at the College. All payments will be made in the employee’s anniversary month when paychecks are distributed.
b. This payment will be awarded according to the following schedule:
2. State Longevity
a. Currently, after an employee has completed ten years of qualifying state service, he or she is eligible for state longevity pay. The amount for ten years of service is 1.5% of the employee’s annual salary. For fifteen years of service, the rate is 2.25% of the employee’s annual salary. For twenty years of service, the rate is 3.25%, and for twenty-five or more years, the rate is 4.5% of the employee’s annual salary.
b. Credit is given for permanent, part-time service on a prorated basis.
Personnel with Agreements not to Exceed Contractual or part-time employment. Employees or contractors will not be paid in excess of the hourly or daily rate specified in their agreement, or in excess of the total hours and funds specified. In the event an employee’s contract or agreement is to be increased, the Human Resources Office and Payroll Office will be advised of such increase by a revised contract, indicating the number of hours and hourly rate for which obligated funds are to be increased.
Paychecks Employees are usually paid on a monthly basis. The last working day of the month is the designated payday for all months except December. Paychecks will be distributed on the morning of the last day of each month, or the Friday before the last day of the month if the last day of the month falls on a Saturday or Sunday. For the month of December, paychecks will be released on the last working day before the Christmas holiday break or on the approved North Carolina Community College System pay date.
Payroll Changes Requests for changes in payroll deductions—such as tax deductions or other authorized payroll deductions—received after the 10th of each month will be processed in the following month.
Payroll Deductions (Optional) The following are payroll deductions or benefits for all full-time annually appointed employees and part-time employees that may be allowed at the option of the employer, under the provisions of the insurance contracts.
a. State Employee Credit Union (F/T & P/T)
b. Deferred compensation plan, providing supplemental retirement benefits under Section 457 of the Internal Revenue Code (F/T only)
c. Cafeteria Plan: a program that qualifies under Section 125 of the Internal Revenue Code, allowing employees to pay for selected benefits with pre-tax salary dollars (F/T only)
d. United Way contributions (F/T & P/T)
e. ACC Foundation contributions (F/T & P/T)
f. 401(k) Plan and 403(b) Plans: These are supplemental retirement plans which provide benefits at retirement through pre-tax contributions by the employee (F/T only)
g. SENAC Membership: State Employee Association of North Carolina (F/T & P/T).
5. Salaries & Salary Scales Salaries for full-time employees and the hourly rates of pay for part-time employees are set in accordance with established salary scales as approved by the President and the Board of Trustees and in accordance with the regulations of the North Carolina Community College System and its governing legislation.
I. Professional Development Professional development is an essential component of the College. The purpose of the College’s professional development program is to provide professional development activities to enhance the efficiency of faculty and staff. By identifying the needs of their division and developing a professional plan, supervisors and employees will help to ensure that staff and faculty maintain the knowledge base and skills necessary to prepare students for careers in a highly technical society. Refer to Educational Leave Policy.
J. Retirement Each full-time regular employee will be enrolled in the State of North Carolina Employees’ Retirement System. Employees currently contribute, through payroll deductions, six percent (6%) of their gross salary each month to the system. The College contributes an amount determined by the legislature as a matching percentage of the gross payroll each month to the retirement system.
K. Social Security
The College extends Social Security benefits for its eligible employees in accordance with the provisions of the Social Security Act. The program provides monthly benefits upon retirement, with full benefits available at age sixty-five and reduced benefits as early as age sixty-two.
All employees who participate in the Social Security program currently contribute 6.2% from each dollar earned; the College matches the same amount. Payments cannot be withdrawn. Employees also currently contribute 1.45% from each dollar earned to the Medicare Hospital Insurance fund.
1. Travel Compensation The College’s regulations concerning travel, transportation, and allowances as codified in Section V-Travel, Transportation and Allowances of the North Carolina Community College System’s Accounting Procedures Manual have been adopted by the College’s Board of Trustees. The Board reserves the right to change or amend this policy without prior notice. The following represents a brief summary of the College’s travel regulations. A complete copy of this policy is available in the Business Office and the offices of the Vice Presidents, Deans, Associate Deans, and Directors.
a. Authorization/Approval All travel must be approved in advance and in writing. The President has appointed each Vice President as the designee for approving instate travel totaling up to $250 per trip. The President will approve all out-of-state travel and all in-state travel in excess of $250 per trip. The President will approve travel for the Board of Trustees. The Board has authorized the Vice President for Administrative and Fiscal Services to review the President’s travel requests.
b. Travel Form ACC-25 College employees are to complete form ACC-25, Rev. 2/07, “Travel Authorization/Reimbursement For Travel Form,” two weeks in advance of a trip, or as soon as practicable. Reimbursement requests are to be submitted within thirty days after travel has been completed, but not later than the fifteenth day prior to the end of the fiscal year. The following procedures must be followed in completing Form ACC-25.
(1) Part 1: Authorization This section is to be completed when requesting authorization to travel and for an advance. The employee must complete the form as noted and sign and forward it to his or her supervisor. The supervisor must approve it by signing it and forwarding it to the appropriate Vice President, who will also sign it and then forward it to the Business Office.
The Business Office will retain the yellow copy with the brochures, fee schedules, or other materials listing the specific cost(s) included in the registration fee. The white and pink copies will be returned to the employee to requesting reimbursement at the completion of travel.
(2) Part 2: Reimbursement After the travel is concluded, the employee must complete the reimbursement request form, attaching all receipt(s) to the white copy and indicating any moneys due to the college or to the employee. The form and receipts are to be forwarded to the Business Office for processing. If expenses exceed 10% of approved estimated cost, the reimbursement request needs to be sent to his or her supervisor for re-approval. The supervisor will then sign it and forward it to the Business Office for processing.
c. Travel Advances Employees may request an advance for travel expenses. The maximum advance is 90% of total travel expenses. Total travel expenses must exceed $100 to request a travel advance and allow two-weeks for all advance checks to be issued. Employees may request the College to issue a check directly to the vendor for registration fees and air travel. All travel advances made by the College are loans, and each employee is personally responsible for all moneys so advanced. If a travel advance is obtained and the trip is canceled, the employee must repay the monies advanced immediately. Employees have up to ten days following the completion of a trip to repay the unused portion of an advance. Even when there is no unused portion of the advance, the reimbursement portion of form ACC-25 must be completed. In the event an employee fails to repay the amount of the advance, the College will deduct the amount of the advance from the employee’s next salary check.
(1) Excess The President’s designee approves all in-state subsistence up to a maximum of $250 per trip. The President must approve all in-state travel subsistence that exceeds $250 per trip and all out-of-state travel.
(2) Lodging A receipt of actual lodging expenses from a commercial establishment must document reimbursement of actual costs of overnight lodging, whether in-state or out-of-state. The maximum lodging costs are established by the Office of State Budget and Management. The college follows these guide lines. The lodging cost shall not exceed $63.75 plus tax in-state or $75.50 plus tax out-of-state or the Office of State Budget and Management’s current in state or out-of-state subsistence rate. The college President or designee must approve lodging subsistence in excess of the above established rates prior to departure. Reimbursement to employees sharing a room with a member of their family will be limited to the single occupancy rate. No reimbursement will be made for meals that are included with the lodging costs.
(3) Telephone For reimbursement of official business telephone calls, allowable personal telephone calls, and use of telephone with computer hookups, refer to the North Carolina Community College System’s Accounting Procedures Manual, Section V-Travel, Transportation and Allowances.
(4) Meals The current rates for reimbursement of meals are $34.00 in-state and $36.25 out-of-state or the Office of State Budget and Management’s current travel subsistence rate.
No reimbursement will be made for meals included in registration fees or lodging costs.
The following is a table of rates for meal reimbursement:
Daily Travel (No Overnight) – To be eligible for State allowances for breakfast and dinner when no overnight travel is involved, the travel must be to a destination located at least thirty-five (35) miles from the employee’s regularly-assigned duty station or home, whichever is less. (The above subsistence reimbursement rates are effective July 1, 2005)
Breakfast – depart duty station or home prior to 6:00 a.m.
Dinner – must return to duty station home after 8:00 p.m.
(Time of departure and return must be stated on the travel request form.)
As a benefit to employees, if a meal is not covered by other sources, the Alamance Community College Foundation may cover the cost of meals, at the in-state rate, for employees on official school business. However, Foundation approval is required before date of travel.
The Foundation will reimburse for lunch at the subsistence rate set by the State for Daily Travel (Not Overnight), when travel qualifies North Carolina Community College System policy.
(5) Expenses Reimbursed from ACC Foundation Lodging, meal, transportation expenses, or registration fees not covered by State funds, that have been approved by the Division head, President’s designee and President (when necessary), may be submitted to the Foundation for reimbursement. Division heads approval is based on the amount of funds allocated to them by the Foundation for that fiscal year. The Foundation will reimburse expenses up to an amount equal to what the State allows for lodging, meal, transportation, or registration fees, provided funds are available.
e. Transportation Reimbursement may not be made for commuting between an employee’s home and the College duty station. Exceptions for temporary or part-time instructors need the Vice President and President approval.
(1) Car Employees should check to see if a College vehicle is available when traveling by automobile. If a College vehicle is available, it should be used. If a College vehicle is unavailable, the employee may use his or her private automobile at a reimbursement rate equal to the standard mileage rate as set by the IRS and approved by the State Board. If a college vehicle is available and the employee elects to use a private automobile, the reimbursement rate is .20 cent less than the reimbursement rate set by the IRS and State Board. Travel Form ACC-25 will have the current reimbursement unit rates. (Approved by Board of Trustees on 10/10/05, effective 9/1/05) Call the business office for current reimbursement unit rates. Reimbursement of costs incurred though the use of a private automobile should be for direct mileage between points of departure and destination. Mileage is counted from the employee’s assigned duty station or home whichever is less. (Receipts must be provided for all regular parking, airport parking, and tolls.)
(2) Commercial Airlines or Train The College or the employee may purchase tickets for travel and claim the expense on the reimbursement form with the appropriate receipt(s) attached.
(3) Taxis and Limousines The actual cost of taxi and limousine fares is reimbursable when required for travel on College business.
(4) Rental Cars
Rental car charges at the least expensive available rate are reimbursable when required for inter-city or out-of-state travel if no alternate mode of transportation is practical.
f. Registration Fees The College or the employee may pay registration fees. To be reimbursed for a paid registration fee, the employee must provide a receipt as documentation of the expense. If the registration fee is paid directly by the College, a receipt must be obtained and attached to the travel reimbursement form. NOTE: No reimbursement will be made for meals included in registration fees.
The President or his designee must approve requests for convention or conference registration fees. Approval must be received prior to the convention or conference date. Prior to approval of registration fees, the employee must deduct the cost of unrelated items that are not a direct part of the official convention or conference, such as tours or social activities. The President or designee will not approve the costs for items unrelated to any official convention or conference and will have them deducted from the travel reimbursement request.
A copy of the itinerary, brochures, fee schedules, or other materials listing specific costs included in the registration fee must accompany all travel authorization requests.
g. Reimbursement College employees are responsible for submitting their requests for reimbursement. All reimbursement requests will be filed for approval and payment within thirty days after the travel is concluded. Receipts must be included to confirm registration, lodging, commercial transportation, parking, and other expenses.
2. Travel Compensation Policy for part-time Instructors
Temporary or part-time curriculum and extension instructors who travel more than 20 miles one way between home or another place of work and their College-assigned duty station for the purpose of teaching curriculum or extension courses may be paid mileage expense in justified cases, as determined by the President or designee. Written authorization must be received in advance. The specific number of miles and rate must be included on the employee’s contract. The reimbursement of travel under this policy is determined to be compensation and not reimbursement of travel made under a bona fide travel plan; therefore, the reimbursement must be reported as part of the employee’s income. (Note: The intent of this policy is not to reimburse temporary and/or part-time employees for normal commuting travel.) (Revised: August 10, 2004; August 1, 2007)