Policy: 5.3 Benefits

Policy: 5.3 Benefits 

Adoption Date: June 26, 2023 Revised

INSURANCE

All full‑time employees eligible to participate in TRS or ORP are eligible for insurance benefits through the Employees Retirement System of Texas (ERS).  Some coverage may be covered under the IRS Code 25 cafeteria plan.  Information concerning these plans and other employee benefits may be obtained from the Human Resources office.  Employees or eligible dependents will have the option to convert medical and dental coverage to individual policies at their own expense upon termination of their relationship with the district.  The policies will be administered according to the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA).  Insurance benefits paid for and provided by the HCJCD cannot be continued throughout the summer months following a resignation if the employee does not continue receiving compensation through the summer months.

RETIREMENT PROGRAMS

All full‑time employees (with the exception of return-to-work retirees) are required to belong to the Teacher Retirement System of Texas (TRS) or to the Optional Retirement Plan (ORP).  Part-time employees belonging to TRS through another employer are required to include their college earnings in the retirement plan.  Persons intending to withdraw from the retirement program may initiate withdrawal procedures upon receipt of the final paycheck.  A supplemental retirement program is available for those who wish to participate.   The Financial Benefits Committee monitors the program.

The employee can withdraw the personal contribution to TRS when he/she is no longer a college employee.  However, if an employee remains with the college for a minimum of five (5) years, he/she has a vested interest and is entitled to receive the benefits from it upon retirement. Complete information regarding the Teacher Retirement Program is available in the Human Resources office or online @www.trs.texas.gov.

Those persons eligible for the ORP may enroll with any carrier approved by the State of Texas and the district.  Only those companies shown on the List of 403(b) Certified Companies on the Teacher Retirement System web site will be considered for approval.  If a company is removed from the TRS list, they will immediately be removed as an active carrier.  Only those employees using that carrier at the time they become inactive may continue to use the carrier.  A complete list of approved ORP carriers is available in the Human Resources Office.  The district chooses to limit each carrier’s representatives, including brokers, to two (2) per city based on site location.  The district and the carrier will mutually approve agents.  The carrier or its respective agents may be removed from the active list by action of the Financial Benefits Committee at any time.   Employees transferring form other schools are required to select an ORP carrier from the district’s list.

Return-to-work TRS retirees may be subject to a TRS Care and/or pension surcharges based on their retirement date.  More information regarding TRS surcharges can be found on the TRS website.

RETIREMENT PLANNING

District employees considering retirement should give advance notice so that the Human Resources Office may provide assistance in obtaining information associated with retirement benefits (insurance & annuities).

TAX‑DEFERRED ANNUITIES

Under the provision of public law, an employee of the college may be eligible to purchase a tax‑deferred retirement annuity.  While the annuity is being purchased, the employee does not pay current income taxes on the amount deducted from his/her salary for the annuity premium.  Taxes will be paid on the deferred annuity at the time of withdrawal.

If the employee signs an agreement for a tax-sheltered annuity program, his/her current salary is reduced by whatever amount is stated on the agreement.  This is defined as a reduction rather than a deduction to comply with the current tax regulations.  Interested employees may obtain information on annuity programs, including a list of approved carriers, from the Human Resources office.  A carrier may be removed from the active list by action of the Financial Benefits Committee at any time. Only those companies shown on the List of 403(b) Certified Companies on the Teacher Retirement System web site will be considered for approval.  If a company is removed from the TRS list, they will immediately be removed as an active carrier.  Only those employees using that carrier at the time they become inactive may continue to use the carrier.

SOCIAL SECURITY

All full-time employees are covered by Social Security.  The necessary salary deductions are made each month and members are entitled to all benefits of the plan. 

WORKERS’ COMPENSATION

All district employees are covered by workers’ compensation insurance while in the course and scope of their duties for the district.  Workers’ compensation insurance pays for medical bills resulting from injuries or illness an employee incurs while in the course and scope of his/her duties with the District.  Workers’ compensation also pays a partial salary continuation benefit for time lost from work as the result of an eligible work-related injury or illness.  The length and amount paid are governed by State law.  For injuries resulting in long term or permanent disability, the employee may be eligible for other payments as governed by State law.

Reporting Responsibility:

Any employee who experiences an on-the-job injury is required to notify his/her supervisor and the Chief Human Resources Officer as soon as possible after the incident occurs.  The employee is required to complete the Injury Report and submit it to the Chief Human Resources Officer.  If the employee is unable to report the injury or complete the Injury Report, the supervisor and/or co-worker should report the incident immediately to the Chief Human Resources Officer. 

Lost Time:

It is the policy of the district that if an employee is disabled or unable to work because of an occupational accident, the employee shall be compensated as follows:  Employees will be paid by the college during the seven-day “waiting period” as defined by workers’ compensation if the employee has accrued sick leave or vacation to cover the period.  If the employee does not have accrued sick leave or vacation to cover the seven-day waiting period, that period will be without pay. Employees receiving pay under the workmen’s compensation program will not receive salary compensation from the college during the period that they are being paid by workers’ compensation.

LEGAL SERVICES

The Board of Trustees may authorize legal service for employees who are sued for actions that occur in the performance of their assigned duties.  Information may be obtained from the Chief Human Resources Officer.  Employees are encouraged to consider legal insurance available through for the Texas Community College Teachers Association.

EDUCATIONAL AND WELLNESS BENEFITS

Employees eligible for participation in the college insurance and retirement plans (as defined by the Employee Retirement System) may take advantage of several fringe benefits outlined below:

Credit Classes

Tuition costs may be waived for Trustees, employees and part-time employees eligible for ERS insurance benefits for a total of 6 hours per semester. Trustees, employees and part-time employees eligible for ERS insurance benefits are required to pay course fees, student service fees, building use fees, lab fees, as well as books, kits, or other supplies required for a class.  Trustees, employees and part-time employees eligible for ERS insurance benefits that have resigned or whose tenure/employment is not expected to continue through the semester are not eligible to participate in either the Tuition Waiver or the Trustees/Employee’s Dependent Scholarship program.

Eligible dependents, as defined by the Employee Retirement System and/or the U.S. Department of Education Financial Aid Program, may be provided a scholarship to cover a portion of the cost of enrolling in courses for credit. In-District eligible dependents will receive a $150.00 scholarship and Out-of-District eligible dependents will receive a $180.00 scholarship will be applied before other aid. The eligible dependent is required to pay appropriate tuition, course fees, student service fees, building use fees, as well as books, kits, or other supplies required for a class.

Classes taken for audit purposes only cannot be covered through this program.

Trustees, employees, and part-time employees eligible for ERS insurance benefits or dependents who withdraw from all classes or fail to achieve a 2.0 semester grade point average (GPA) on courses paid in whole or in part from the Employee Scholarship program will be required to self-pay for courses the next semester. The Employee Scholarship will be reinstated once a Trustee, employee, or part-time employee eligible for ERS insurance benefits or his/her dependent(s) complete a semester of course work with a 2.0 GPA or above.

Non-Credit/Continuing Education Classes

Trustees, employees and part-time employees eligible for ERS insurance benefits may enroll in continuing education classes at 50% of the standard tuition and fees unless otherwise notified. Dependents of Trustees/, employees/, and part-time employees eligible for ERS insurance benefits are not eligible for the tuition reduction for continuing education classes. Students will be required to pay for books, kits, or other supplies required for class.

Fitness Center

Trustees, full-time employees, part-time employees, or retired employees and their dependents over the age of 18 may use the fitness center at no charge.  Trustees, full-time employees, part-time employees, or retired employees using the Fitness Center under this arrangement will not receive college credit.  Trustees, full-time employees, part-time employees, or retired employees wishing to receive credit may enroll under the Employee Scholarship program described above.  Eligible dependents may enroll in the Fitness Center for credit under the Trustees/employee scholarship program.

Full-time non-employees of Howard College whose employer requires them to office on a Howard College campus will be given a discounted rate of $75 per year.  The discounted rate does not apply to dependents of the full-time non-employee. All full-time non-employees wishing to receive college credit may apply and enroll as a Howard College student.

EMAIL USAGE

Retired employees have access to Howard College’s Microsoft Outlook email.

EMPLOYEE COUNSELING

Benefits are available through the insurance program for employees that are having difficulty in coping with a personal problem.

STAFF DEVELOPMENT INCENTIVE PROGRAM

The college has a voluntary staff development incentive program.  The program has two categories: Wellness and Student/Community.  Information about the program requirements are distributed each June.  All full-time employees may participate in the staff development program.

The reward of each employee that completes the staff development program will be one vacation day.  Employees that meet the requirements of the staff development program will receive the award in the month of June.  Awards do not have to be used that fiscal year and can be carried forward. Awards can accumulate and can be used for vacation, personal or sick leave purposes. A single award cannot be used in increments but must be used in its entirety due to record keeping procedures. The employee must submit the form to claim the time as well as enter the time in the online time keeping system.  Employees should inform supervisors of intentions to use staff development awards as an addition to regular leave in any given year. Lost forms will not be reissued. Upon leaving the institution, unused staff development forms cannot be submitted as a claim for reimbursement. 

CHILDREN AT WORK

Employees should not bring children to the site and leave them unattended while involved in work or site business during regular working hours.  Children should not attend work with their parents.  In the event of a temporary, unusual circumstance, an employee should discuss the issue with the respective cabinet member.  On the Big Spring site, a childcare center is available for employee’s children depending on space.

PREGNANT WORKERS FAIRNESS ACT (EFFECTIVE JUNE 27, 2023)

The Pregnant Workers Fairness Act (PWFA) provides consideration of reasonable accommodations to employees who have known limitations related to pregnancy, childbirth, or related medical conditions, unless the accommodation will cause the employer an “undue hardship”. An employee seeking a PWFA accommodation should contact the Chief Human Resources Officer at 432-264-5100 to begin the interactive process.

RIGHT TO EXPRESS BREAST MILK IN THE WORKPLACE

Effective September 1, 2015, per HB 786, the college will make reasonable accommodations for the needs of employees who express breast milk for one year after the child’s birth.  A reasonable amount of break time will be provided. One 15-minute break during each half of the work shift will be allowed with pay.  The employee must submit leave for any additional time taken.  A location will be provided that is shielded from view and free from intrusion from other employees and the public.

The Providing Urgent Maternal Protections of Nursing Mothers Act (PUMP Act) requires an employee notify the college if they believe the college is out of compliance in providing breaks for a nursing mother. The employee must give the college 10 days to come into compliance before making any claim of liability against the district. An employee with concerns should contact the Chief Human Resources Officer at 432-264-5100.