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The College's Employee Handbook is not a contract of employment. Any individual may voluntarily leave employment upon proper notice and may be terminated by the College at any time for any reason, within the confines of the law. Any oral or written statements of promises to the contrary are hereby expressly disavowed and should not be relied upon by any prospective or existing employee.
The College retains inherent rights to manage, including, but not limited to, the right to determine the numbers, location and manner of operations, number of employees, and assignments of work; transfer, promote, demote, lay off, or terminate for lack of work or other reasons; and to set rules, suspend, discharge or take other disciplinary measures. The contents of this handbook are subject to change anytime at the discretion of the President's Cabinet. The President's Cabinet is responsible for reporting such changes to the appropriate employees within a reasonable time frame.
Unless explicitly referred to as including faculty, all information contained herein refers only to staff and administrative employees.
The employment objective of Saint Mary's College is to select and retain personnel with high standards of performance and appropriate experience, education and training. In addition, Saint Mary's College strives to hire employees committed to contributing to the continued excellence of the institution.
Vacancy announcements and advertisements are initiated through the Human Resources Office. The administrator in the appropriate area, with consultation, screens candidates for staff positions. Following the decision to hire, the Human Resources Office issues a letter of appointment.
Full-time hourly employees are required to successfully complete a probationary period of ninety (90) calendar days. Part-time hourly employees are required to complete a probationary period of the greater of thirty five (35) work days or ninety (90) calendar days. Both full and part-time administrative employees are required to successfully complete a probationary period of six (6) months. All employees new to positions, including transfers and promotions, must complete probationary periods.
During the probationary period, the employee’s supervisor and/or department head will observe the performance of the employee to determine if s/he demonstrates the abilities and qualifications necessary to perform successfully on the job. Performance evaluations of hourly employees will take place at forty-five (45) and ninety (90) days and will be shared with the employee as a means of providing feedback and direction to new employees. The probationary period also gives an employee the opportunity to evaluate the position. At the expiration of the probationary period, the supervisor will either recommend or disapprove transfer to regular status. One-time only extensions of probationary periods may be granted. If it is determined during, or at the conclusion of the probationary period, that the employee should not continue in the position for which s/he was hired, the employee and the Human Resources Department will be notified of the reasons and s/he will not be put on the rolls as a regular employee. Completion of the probationary period is not a guarantee of continued employment.
While evaluations are an ongoing process, the College provides for formal written evaluation of staff each year. Evaluations can serve several purposes: to assess efficiency and effectiveness in developing and achieving job objectives; to provide for professional growth; to construct a statement of future goals and objectives to be met by the staff member during that year; and to form a basis upon which salary recommendations are made. Performance appraisals are not to be used as a means of disciplinary action. Supervisors should refer to Section F on Termination/Notice of Non-Reappointment for the proper procedure to follow in dealing with problems requiring disciplinary action.
The College has determined specific criteria to be followed in the evaluation process.
1. Only the direct supervisor may conduct the evaluation. If others are to be part of the evaluation process (that is, serve as an evaluator or co-evaluator of the staff member,) the rationale for the inclusion and the job title of that person must be communicated at the beginning of the evaluation period.
2. The form of the evaluation and the specific points upon which the staff member is to be evaluated must be communicated to the individual at the start of the period of evaluation.
3. The evaluation must be made at least annually.
4. The evaluation must be written.
5. If weaknesses are noted on the evaluation, methods by which the staff member can improve in those areas must be included.
6. The evaluation is signed by both the supervisor and the individual, who also receives a copy of the evaluation for his or her records.
7. The individual being evaluated is allowed at least five work days to consider the written evaluation before signing it. The employee's signature indicates that he or she has read the evaluation. It does not necessarily indicate agreement or disagreement.
8. The staff member is allowed to attach a disagreement with, or explanation of, any part of the evaluation within five days of the receipt of the written evaluation. The attached addendum should become part of the official evaluation, and is signed by both parties. The supervisor's signature signifies that he or she has read the addendum. It does not necessarily indicate agreement or disagreement. The supervisor sends the evaluation and attachments to the appropriate administrative official.
9. Evaluations are retained in the Human Resources Office.
Salaried employees must give notice of intended resignation at the earliest possible time, but no later than four weeks before leaving the College. Hourly employees must give a minimum of a two week notice before termination.
Separation from employment for staff occurs only for just cause, failure to meet acceptable standards of performance, or reduction in force due to institutional financial conditions or institutional/area reorganization. All termination notices will be made both orally and, upon request, in writing.
In the event of a reduction-in-force or an institutional/area reorganization, the employee will be notified of the elimination of her/his position as soon as possible. An employee whose position is eliminated will receive severance pay based on the number of full service years completed at the time of the position elimination. Employees with five years of service or less will receive eight weeks pay. Employees with more than five years of service will receive an additional one week of pay for every two years of completed service over five years up to a maximum of twenty-six weeks of severance. This severance will be paid to the employee through salary continuation. The employee may continue participation in the College’s health, dental, and vision plans during this salary continuation period.
2. Immediate Termination
It is understood that the violation of some policies and conditions of employment is so extreme that immediate discharge is the only reasonable remedy. Some examples of the types of actions for which an employee may be terminated with no right to notice include:
a. theft or intentional destruction of College and/or personal property of others;
c. fraud in securing employment;
d. conviction of a felony which relates to performance of duties;
e. intoxication on the premises or drinking alcoholic beverages on the job;
f. unauthorized possession of a deadly weapon on the premises;
g. acts that jeopardize the safety of other employees;
h. falsification of time cards;
i. fighting on the premises;
j. failure to notify the College within 48 hours when absent from work;
k. sleeping during working hours;
l. threatening other employees;
m. deliberate and serious violation of college rules or policies, such as those on sexual harassment, alcohol and drug abuse, verbal abuse of others, etc.; and
n. serious insubordination that adversely affects the performance of the employee and/or others.
This list is not meant to be inclusive, but rather to indicate the types of actions which may subject an employee to immediate dismissal. If any of the aforementioned actions or similar types of actions occur, the immediate supervisor will discuss the need for termination with the appropriate Vice President and the Director of Human Resources. If the decision to terminate is made, a meeting including the Director of Human Resources and the individual supervisor will be held with the employee to present the College's position and subsequent decision to terminate. The employee will have the opportunity for a rebuttal at this meeting. Any employee relieved of duty awaiting a final termination decision will be paid. All termination notices will be made both orally and, upon request, in writing.
Copies of any relevant written communications shall be made available to the employee. The employee has the right to respond, in writing, to these documents. Written responses should be sent to the immediate supervisor and the Director of Human Resources. This response will be placed in the personnel file along with a copy of the documents and the termination notice. In no case will any relevant documents be placed in an employee's personnel file without the employee's knowledge and right to rebuttal.
3. Termination for Just Cause
The College shall have the right to discipline or discharge an employee for just cause. "Just Cause" is defined as documentation of a violation of College policy or a condition of employment that warrants disciplinary action. This definition includes, but is not limited to:
a. incompetence or inefficiency;
b. gross neglect of duty;
c. continued tardiness or chronic absenteeism;
d. knowing, repeated violations of the regulations of the College;
e. misuse of College property;
f. willful failure to obey a supervisor's reasonable directives;
g. * sexual harassment;
h. * continued alcohol or other substance abuse interfering with performance of duties; and
i. * verbal abuse of others.
* Serious violations of these types of actions may subject an employee to immediate discharge.
Formal steps of progressive, disciplinary action will be taken by the supervisor for infractions of the types listed above for just cause and for failure to meet acceptable standards of performance.
Initial disciplinary action should be in the form of an oral discussion and warning. The supervisor will meet with the staff member, give an oral warning of unacceptable performance, and discuss areas for improvement. Upon consultation with the Director of Human Resources, a reasonable time frame for the needed improvement will be established and communicated by the supervisor. Factors to be considered in the establishment of a time frame include:
1) the employee's length of service;
2) seriousness of error; and
3) how similar problems within the College have been handled.
A written copy of the oral warning and discussion will be given to both the employee and the Director of Human Resources for retention in the employee's personnel file.
If the staff member continues at an unacceptable level of performance, the next step of the disciplinary process will be a written warning. The supervisor will again meet with the staff member and the staff member will be given a written warning of continued unacceptable performance. Upon consultation with the Director of Human Resources, another reasonable time frame for needed improvement will be established and communicated to the employee. An additional copy of the written warning will be sent to the Director of Human Resources for retention in the employee's personnel file.
If the employee's performance does not improve after this warning, the supervisor will discuss the need for termination with the appropriate Vice President and the Director of Human Resources. When approval for dismissal has been obtained from both, the supervisor will meet with the staff member, review the reasons for termination and give terminal notice.
At each step of the progressive disciplinary process, copies of any relevant written communications shall be made available to the employee. The employee has the right to respond, in writing, to any of these documents. This response will be placed in the personnel file along with a copy of the documents and the termination notice. Any written communication, supplied as a warning in a disciplinary action which is dismissed, will be destroyed and not retained in the employee's personnel file. In no case will any relevant documents be placed in an employee's personnel file without the employee's knowledge and right to rebuttal.
As mentioned earlier, while performance appraisals are a mechanism to report efficiency and effectiveness in achieving job objectives, they are not a means of disciplinary action. The procedure addressed in this section should be used to address disciplinary problems.
Problem Resolution System
Any employee disciplined or discharged for just cause under the aforementioned progressive disciplinary process shall have recourse for review of the action through the Problem Resolution System described in the Employee Handbook.
1. There are two kinds of work years at the College. The first is a full twelve month work year measured from the starting date of employment. The second is an academic work year which is roughly defined by the school year. Supervisors inform new employees of the schedule which applies to specific positions.
2. Full time positions continue on a regular, ongoing schedule of at least 32 hours per week. Individuals in full time positions are eligible for full participation in the College's fringe benefit program.
3. Part time positions continue on a regular, ongoing schedule of less than 32 hours per week. Individuals in part time positions may participate in some of the College’s benefit programs. Information for the benefit programs for which a part-time employee is eligible will be distributed to the individual at the time of hire.
Part time employees are also eligible for vacation, sick leave and holiday pay in relation to the amount of time worked. A more detailed explanation of the extent of benefit eligibility is included under appropriate headings in this handbook.
4. Temporary positions are seasonal or of short duration. Temporary employees may work full or part time, but are not eligible for participation in the College's fringe benefit program. Temporary positions should not exist for more than six (6) months and will be monitored by the Human Resources Department.
5. On-Call positions have no set work schedule. On-call employees work only when requested and may work full or part-time. On-call employees are not eligible for participation in the College’s benefit programs.
6. A promotion is a movement to a job at a higher pay grade level. Whenever possible, vacant positions will be filled by promoting qualified current employees. Employees who meet the qualifications of the position and are interested in the higher level position should apply at the Human Resources Department. The person selected to fill the vacancy will be chosen on the basis of appropriate education and experience, demonstrated work performance, and potential to perform successfully in the higher-rated position.
7. A demotion is a movement to a lower-rated position. Demotions may occur as a result of organizational realignments or performance difficulties. If demotion occurs because of organizational realignment, rather than performance problems, this fact will be noted in the employee's personnel file. If an employee is demoted, the circumstances of the case will be reviewed by representatives of the Human Resources Department to ascertain the appropriate pay rate for the new job. It is general policy that the wage rate of the employee will not be reduced if the demotion does not come as a result of poor performance. In the unlikely event of a widespread reduction in force, the College reserves the right to reduce salary to an appropriate rate for the newly assigned lower level responsibilities.
8. Transfers of employees from one department to another, which do not involve a promotion, will be made when they are in the best interest of the employee and the College. Requests for transfer can be made directly to the immediate supervisor or a representative of the Human Resources Department. The actual date of transfer must be agreed upon by the departments involved and will be coordinated by a member of the Human Resources Department.
9. Reclassification refers to the process of evaluating the skills, effort and responsibilities required within a job and the act of determining the value of the position in relation to other positions at the College.
11. Compensatory Time is an alternative to overtime pay or an opportunity for approved paid time for salaried employees who have operated on an extended work schedule for a sustained period of time. Strict federal laws apply to compensatory time in lieu of overtime pay. The Human Resources Department should be contacted concerning any compensatory time before it is granted to hourly employees. Authorization to take compensable time by salaried employees must be approved in advance by the appropriate Vice President.
12. The President's Cabinet is comprised of the official officers of the College and the Executive Assistant to the President. The official officers are the President, Vice President and Dean of Faculty, Vice President for College Relations, Vice President for Finance and Administration, Vice President for Mission, Vice President for Student Affairs and Vice President for Enrollment Management.
Staff employees are paid on a biweekly basis. The payroll period ends every other Saturday at midnight. Earnings statements for the period worked before and including that Saturday are normally available on the following Thursday after 11:00 a.m. All employees will have their pay direct deposited into the bank of their choice.
Pay is based upon the amount of skill, effort and responsibility required of your position in comparison with the requirements of other positions on campus. Staff positions at the College are allocated to one of several pay grades. A pay range is associated with each pay grade. New employees usually are hired at the minimum of the range, although if the applicant has exceptional qualifications a higher salary may be approved. Starting salaries above the midpoint for any staff are always approved by the President.
Pay and pay ranges are compared on a regular basis with the pay at colleges and other employers similar to Saint Mary's to ensure that our pay is comparable.
Adjustments to pay are considered on an annual basis. Approved increases take effect at the start of the fiscal year (June 1).
Criteria for increases include quality of work, quantity of work and timeliness of the employee in meeting the standards of performance developed by the supervisor.
Each year staff receive formal feedback from their supervisors on performance. This communication will be documented on a form available from the Human Resources Department or on a form selected by the supervisor. It is important that staff know what is expected on the job. Evaluations are conducted in the spring of each year.
Adjustments in pay will normally be made according to the following guidelines:
1. Employees already at the maximum of their pay range will be eligible to have added to their base wage only the amount the wage range is increased.
2. Temporary employees and those full-time or part-time employees hired after March 1 are eligible to receive an increase no greater than the amount by which the wage range is increased.
3. Employees leaving employment with the College shortly after the start of the fiscal year are eligible to receive their pay adjustment, if recommended by their supervisor and if they gave the appropriate notice of termination.
The College assigns positions to pay levels on the basis of the amount of skill, effort and responsibility inherent in each job. Over the course of time, the nature of some positions changes and the original pay level may no longer be appropriate. If this occurs, the affected employee should ask that the immediate supervisor request a reclassification study through the Human Resources Department to determine the appropriate pay level for the position. All reclassification requests must be made in conjunction with the College’s normal budget cycle.
Full-time employees are eligible for one fifteen (15) minute rest period in the middle of each half of a 7 or 8 hour day. The rest period is limited to a fifteen (15) minute absence from the job. The rest period is designed to provide for the safety and comfort of employees. Therefore, the rest period should not be used to cover late arrival to work or early departure, nor should it be regarded as cumulative if not taken. Rest periods are scheduled by the supervisor and may be standardized or staggered among employees.
Time cards are used by hourly employees of Saint Mary’s College. The exact starting and ending times must be recorded on the time card in one-half (1/2) day intervals. Periods of the day when the College does not pay the employee, such as lunch time or unpaid personal leave, or when the employee is using paid leave time, such as vacation and sick time, must be reported on the time card.
Employees leaving campus must mark their time card accordingly. All time cards, signed by both the employee and the supervisor, must be turned in to the Business Office by 10:00 a.m. on the Monday following the end of the payroll period. Individuals who knowingly submit a falsified time card are subject to immediate dismissal.
The green side of the time card should be used for the first week of the pay period; the red side for the second.
A premium rate of one and one-half (1-1/2) times the basic rate of pay is paid to hourly employees who work more than forty (40) hours in a work week. Sick leave, vacation, funeral leave and other forms of paid leave time are not counted in the hours of work calculation. Prior approval from departmental supervisors must be obtained for any overtime worked.
Full-time or part-time regular employees are eligible for holiday pay for College-recognized holidays. Temporary and on-call employees are not eligible for holiday pay.
Employees required to work on a holiday may choose to be paid for the holiday or use the holiday at a later time within the fiscal year in which the holiday is earned as compensating time off. Hours not taken as compensating time off by the end of the fiscal year (May 31) will be paid to the employee. This pay or compensating time off is in addition to the pay received for the hours worked on the holiday.
Employees scheduled to work on a holiday but who do not work will not be paid for the day unless the absence is explained to the satisfaction of the supervisor. If the absence is not satisfactorily justified, the employee is subject to disciplinary action.
Full-time academic-year employees not normally scheduled to work the day before and after the holiday, will receive holiday pay during the academic year as long as they work their last scheduled day before the holiday and their first scheduled day after the holiday. Academic-year employees will not receive holiday pay for those holidays falling outside the academic year (normally Memorial Day and Independence Day).
Part-time employees with a regular work schedule are eligible for holiday payment if they were scheduled to work that day. They are eligible for compensation for hours scheduled to work. Part-time employees with an irregular work schedule who are scheduled to work on the holiday have their eligibility for holiday pay computed on the basis of the average hours worked per day during the last ninety (90) days of the previous academic semester.
In the event of the College’s closure due to inclement weather, employees are eligible for pay for the hours scheduled to work that day. Certain employees are designated as “essential” personnel in the Fire and Safety Manual. These are employees who are asked to remain on campus or to come to campus to maintain essential services and will be paid for the time they actually work in addition to being paid for the hours normally worked during the period that the College is closed.
Hourly employees whose shift begins before the College is closed will receive compensatory time off for the time worked in addition to pay for the hours they would have normally been scheduled to work.
For employees not deemed “essential” who choose to come to work when the College is closed, no additional compensation or compensatory time will be provided other than pay for the actual hours worked.
Employees who feel it is unsafe for them to travel to work because of inclement weather may use personal time, if available, or vacation time.
The College makes every effort to provide good working conditions, maintain a competitive and equitable compensation system and to support the principles of fair and equal employment. From staff, the College expects reasonable effort and diligence in the performance of duties. The College also expects staff to adhere to appropriate customs and standards of courtesy, conduct and dress and to support the principles included in the College's mission statement.
Saint Mary’s College, founded and sponsored by the Sisters of the Holy Cross, an order of the Roman Catholic Church, was chartered as an institution for women as a Catholic witness in higher education. It has continued to adhere to that focus and mission. As a Catholic institution, the College reaffirms its mission and philosophy which call for a modeling of social justice and Christian principles in our personnel policies and practices.
All College policies, practices, and procedures are administered in a manner consistent with our Catholic identity. With the foregoing understanding, Saint Mary’s College will not engage in discrimination based on gender, race, national origin, religion, age, mental or physical disability, all as provided by law. Based on our Catholic values, the College also commits to avoiding discrimination based on sexual or political orientation.
In our academic community, we seek to foster the fullest development of women’s talents and aspirations, by promoting intellectual vigor, aesthetic appreciation, religious sensibility and social responsibility. The mission of Saint Mary’s College can be realized only in an atmosphere of mutual trust and respect. Actions which diminish such an atmosphere shall not be condoned or tolerated.
Saint Mary’s College will not tolerate sexual harassment of its students or employees, nor will Saint Mary’s College tolerate unprofessional conduct which leads to sexual harassment.
Sexual harassment may be used to describe a wide range of behaviors. These behaviors are described in the Equal Employment Opportunity Commission Guidelines as follows:
Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment when;
-submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment or education,
-submission to or rejection of such conduct by an individual is used as the basis for academic or employment decisions affecting that individual, or
-such conduct has the purpose or effect of substantially interfering with an individual’s academic or professional performance or creating an intimidating, hostile, or offensive employment, education, or living environment.
In determining what conduct constitutes sexual harassment, the question will be determined from the perspective of a reasonable person of the gender and position of the person making the complaint.
Individuals from Saint Mary’s College have been assigned the responsibility of becoming familiar with the issue of harassment and providing advice and counsel to employees offended by unwelcome comments or behavior. These individuals are: the Director of Human Resources, Vice President/Dean of Faculty and Associate Dean of Faculty.
2. How to Handle Offensive Comments or Conduct
If a faculty member or member of the staff is faced with comments or conduct of a gender based or sexual nature which are offensive or threatening, the person is encouraged to handle the situation in a direct manner immediately by telling the person calmly, politely and clearly that the conduct is offensive and that the individual wants it to stop.
If the individual is reluctant to confront the individual directly, the individual may seek assistance by complaining to a person in a position of authority and asking for assistance. A faculty member may complain to a chair of any department, the Vice President/Dean of Faculty, Associate Dean of Faculty or Director of Human Resources. Any other employee of Saint Mary’s College may complain to the Director of Human Resources or head of the employee’s department.
3. Notification and Investigation
All faculty members, managers and supervisors are responsible to immediately bring forth any complaint of harassment made by a student or employee, as well as any situation which they observe and believe may violate this policy. This information should be brought to the Director of Human Resources, Vice President/Dean of Faculty, Associate Dean of Faculty, or Vice President for Student Affairs. Complaints will be immediately and fully investigated once reported. To the extent feasible, the investigation will protect the privacy interests of all affected parties.
No faculty member, employee or student who makes a complaint in good faith or participates in an investigation in good faith shall suffer retaliation for being involved. Saint Mary’s College will take the necessary action to assured that retaliation does not occur.
Any person who is found to have violated this policy shall be subject to prompt and appropriate disciplinary action up to and including termination, as determined by Saint Mary’s College.
5. Bad Faith Complaints
This policy shall not be used to bring a complaint in bad faith. Disciplinary action shall be taken against any individual found to have brought a sexual harassment complaint in bad faith for an improper purpose.
6. Related Unprofessional Conduct
Relationships between a student and an individual with professional responsibility for that student deserve particular attention. A college employee with professional responsibility for a student has real or potential power and authority over that student in a variety of roles including but not limited to instructor, adviser, work study supervisor, counselor, and committee member.
To ensure that employees shall not abuse that power, no employee shall engage in or solicit an amorous or sexual relationship (consensual or otherwise) with a student. Amorous and/or sexual relationships between a student and an individual with professional responsibility for that student are presumed to constitute unprofessional conduct. The consensual nature of such a relationship does not necessarily constitute a defense to a complaint of sexual harassment or related unprofessional conduct.
Saint Mary’s College is committed to a work and educational environment in which all individuals are treated with respect and dignity. Each individual has the right to work and study in an atmosphere that promotes equal opportunities and prohibits discriminatory practices, including harassment.
Saint Mary’s College has developed this policy to ensure that all of its employees and students can work and study in an environment free from harassment, discrimination and retaliation. Saint Mary’s College will make every reasonable effort to ensure that all employees and students are familiar with these policies and aware that any complaint in violation of such policy will be investigated and resolved appropriately.
1. Equal Employment Opportunity
It is Saint Mary’s College’s policy to ensure equal employment and educational opportunity without unlawful discrimination or harassment on the basis of race, color, religion, gender, national origin, age, disability, or any other characteristic protected by law. Saint Mary’s College prohibits any such discrimination or harassment. As well, as a part of our Catholic values, Saint Mary’s College prohibits discrimination against an employee or student based on sexual or political orientation.
2. Definitions of Harassment
a. Sexual and gender harassment is prohibited and will be handled as discussed in the policy titled, “Sexual Harassment and Related Unprofessional Conduct”.
b. Harassment on the basis of any other protected characteristic is also prohibited. Under this policy, verbal or physical conduct that denigrates or shows hostility or aversion toward an individual because of his/her race, color, religion, national origin, age, disability, or any other characteristic protected by law violates this policy. As well, harassment because of an individual’s sexual or political orientation is prohibited. Harassing conduct includes, but is not limited to the following conduct which is based upon an individual’s race, color, religion, national origin, age, disability, sexual or political orientation: epithets, slurs, or negative stereotyping; threatening, intimidating, or hostile acts; denigrating jokes; and written or graphic material that denigrates or shows hostility or aversion and that is posted or circulated on campus.
3. Individuals and Conduct Covered
This policy applies to faculty and staff, whether related to conduct engaged in by students, employees or by an outsider not directly connected to Saint Mary’s College (such as an outside vendor).
4. Responsibilities of Faculty Members, Managers and Supervisors
All faculty members, managers and supervisors are responsible to immediately bring forth any complaint of harassment made by a student or employee, as well as any situation which they observe and believe may violate this policy. This information should be brought to the Director of Human Resources, Vice President/Dean of Faculty, Associate Dean of Faculty, or Vice President for Student Affairs. Complaints will be immediately and fully investigated. To the extent feasible, the investigation will protect the privacy interests of all affected parties.
5. Reporting an Incident of Harassment, Discrimination or Retaliation
Faculty members and employees who believe they are being subjected to harassment may, if they feel comfortable doing so, advise the offender that his or her behavior is offensive and request that it stop. If faculty members are not comfortable doing this, they are encouraged to immediately report the behavior to the Director of Human Resources, Vice President/Dean of Faculty or Associate Dean of Faculty. If any other employee is not comfortable doing this, they are encouraged to immediately report the behavior to the Director of Human Resources or a department manager. Saint Mary’s College encourages prompt reporting of all perceived incidents of discrimination, harassment or retaliation regardless of the offender’s identity or position.
Saint Mary’s College encourages the prompt reporting of complaints and concerns so that immediate and constructive action can be taken before relationships become irreparably strained. Although no reporting deadlines have been established, early reporting and intervention is the most effective method of resolving offensive behavior.
Retaliation against an individual for reporting harassment or discrimination or for participating in an investigation of a claim of harassment or discrimination is a serious violation of this policy and will be subject to disciplinary action. Acts of retaliation should be reported immediately through the same channels as are identified above.
6. Resolution of Complaint
Appropriate discipline, up to and including termination of employment, will be imposed if an investigation results in a finding the behavior prohibited by this policy has occurred.
False and malicious complaints of harassment, discrimination or retaliation will not be tolerated; appropriate disciplinary action will be imposed.
Accident prevention is the responsibility of each employee of the College. In addition to performing her/his job in a safe manner, the employee is also responsible for reporting any unsafe working conditions.
It is the responsibility of each employee to be familiar with the safe working practices and procedures listed in the Saint Mary's College Fire/Safety Manual. Further, supervisors are responsible for reviewing the practices and procedures in this manual with her/his staff. All employees of the College are responsible for following the established guidelines in this manual on fire evacuation, tornado and other natural disasters, bomb threats and explosions, power equipment safety, snow emergencies and disposal of toxic materials and/or waste.
All employees who may be exposed to hazardous materials in their work area will receive annual Hazard Communication training. This training will include a review of the written program, an explanation of labeling and Material Safety Data Sheets (MSDS), a review of the health and physical hazards present, how to detect the presence or release of hazardous chemicals, and how to dispose of chemical waste.
All employees should be instructed to immediately report any accident or injury to her/his supervisor and the Safety and Security Department. In addition, reports of accidents and/or injuries must be completed by both the employee and her/his immediate supervisor and forwarded to the Human Resources Department as soon as possible. Completion of this report will necessitate an investigation of the accident by the supervisor. Upon receipt of the report, the Human Resources Department will forward a copy to the Safety and Security Department for review by the Fire and Safety Committee. Continuing treatment for all work-related injuries must be authorized by the Human Resources Department.
Any unsafe working condition must be reported to the supervisor and the Maintenance Department. Emergency situations such as a fire or gas leak should be reported immediately to the Security office (telephone #5000).
Saint Mary's College strives to provide a healthful, safe working environment for all employees. As part of this goal and in conjunction with federal law, the College has adopted the following policy regarding a Drug-Free Workplace. This policy, required by the Drug-Free Workplace Act of 1988, regards the work-related effects of drug use and the unlawful possession of controlled substances.
Employees are expected and required to report to work on time and in appropriate mental and physical condition for work. It is our intent and obligation to provide a drug free, healthful, safe and secure work environment.
The unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance on campus or while conducting College business off campus is absolutely prohibited. Violations of this policy will result in disciplinary action up to and including termination, and may have legal consequences.
The College recognizes drug dependency as an illness and a major health problem. The College also recognizes drug abuse as a potential health, safety and security problem. Employees needing help with such problems are encouraged to use the College Assistance Plan through the Madison Center and/or our health plan, as appropriate.
Employees must, as a condition of employment, abide by the terms of the above policy and report any conviction under a criminal drug statute for violations occurring on or off campus while conducting College business. A report of a conviction must be made within five (5) days after the conviction. The College, in turn, will notify any and all federal agencies from which the College has received federal grants within ten (10) days of receiving actual notice of such conviction.
Within thirty (30) days, the College will take one of the following actions: 1) appropriate disciplinary action against such employee, up to and including termination, or 2) require such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State or local health, law enforcement or other appropriate agency.
It is the College's intention to make a good faith effort to continue to maintain a drug free workplace through the implementation of this policy.
In order to provide all community members with a healthy and safe environment within which to study, work and live, the College instituted a smoking policy in August 2000. All buildings on campus are smoke-free. Smoking is permitted only in outdoor areas of the campus and smokers are asked to respect the rights of others to avoid second-hand exposure to smoke by refraining from smoking in or near doorways, and disposing of their smoking materials in the outdoor containers provided. Smoking is also not permitted in any college-owned vehicle. It is the responsibility of all community members to adhere to the College’s smoking policy and to encourage other community members to do the same. It is also the responsibility of individual community members to inform their guest of the College’s smoking policy and encourage their adherence to this policy. Failure to abide by the policy will result in disciplinary action.
All employees of the College represent Saint Mary’s when interacting with students and visitors to the campus. Because of this, the College has developed some general guidelines to provide employees direction in dressing appropriately. The guidelines recognize the fact that different styles will be necessary, depending on changes of seasons, degree of student and visitor contact, and nature of work and safety considerations. However, even departments that are able to allow more casual dress requirements or have occasional “dress-down” days must adhere to these general guidelines. Individual departments may choose to establish more specific guidelines. The final decision on appropriate attire is the responsibility of each supervisor.
The following are some guidelines on attire that is considered appropriate. Women may wear dresses, business suits, skirts, skorts, and pants and blouses or shirts. Tank tops may be worn if under a jacket or blazer. Acceptable attire for men includes business suits, pants, shirt and tie and sport coat, or pants and shirts. Jeans in good repair and t-shirts are acceptable if approved by the department supervisor. When classes are not in session, shorts of an acceptable length may be worn if approved by the departmental supervisor. Undergarments must be worn. Clothing should be kept neat and clean. Personal grooming is essential.
The following are some guidelines on attire considered inappropriate for the work setting. Employees may not wear beach or exercise clothing, slippers, or flip-flops to work. Ripped jeans are also inappropriate. Any items of clothing that reveal the midriff or shoulders are unacceptable. Women should not wear short skirts, short shorts or short dresses; sheer clothing; tight, clingy, or revealing garments or garments with low necklines. Men should not wear short shorts, tight garments or tank tops.
Specific questions related to these guidelines should be directed to the departmental supervisor or Human Resources office. Employees failing to follow these established guidelines will be advised by their supervisor. After initially advised, continued violations of these guidelines will result in disciplinary action, up to and including discharge.
The College has strengthened and developed recruiting sources likely to yield a pool of candidates from historically underrepresented racial and ethnic minority groups. The Human Resources Office will assist in recruiting qualified applicants for all non-faculty positions in cooperation with the department that has the open position, and will make special efforts to assist in developing such a pool. In faculty searches, Human Resources will assist in obtaining information about the applicant pool. It is the responsibility of the academic department to make special efforts to develop such a pool.
The use of appropriate media directed to historically underrepresented racial and ethnic minority groups and women will be a part of the College’s advertising practices. Advertisements of open positions in the instructional, executive/managerial, professional/administrative, and technical categories will be placed in those professional journals and job registries that will broaden the applicant pool and those that are readily available to historically underrepresented racial and ethnic minority groups.
Promotion, transfer, and the filling of temporary openings are based on an employee’s qualifications, including ability to perform the work and service and are considered in a manner consistent with our Catholic identity and our policy on non-discrimination. To ensure equal opportunity for promotion, the College will post internally the availability of open non-faculty positions so that all interested individuals can be considered.
Efforts must be made to form a search committee containing members of historically underrepresented racial and ethnic minority groups. In all cases, the search committee will utilize methods most likely to result in the inclusion of qualified individuals from historically underrepresented racial and ethnic minority groups in the interview pool.
Information about the College’s non-discrimination policy and diversity hiring policy will be communicated periodically and at least once a year to the College community through College publications and other media. To ensure awareness, understanding, and aggressive, meaningful, and effective implementation, the subject of non-discrimination and diversity will continue to have high priority. The policy and resulting initiatives will be discussed at appropriate management and supervisory meetings and during new employee orientation programs. It will be an item on the agenda of the President’s Cabinet, other management, and supervisory meetings at least once per year and more frequently if appropriate.
All College employment advertisements must include the phrase “Saint Mary’s College has a strong institutional commitment to diversity and seeks applications from historically underrepresented racial and ethnic minority groups, those who have had multicultural experience, and those who can demonstrate a commitment to diversity.”
Final offers of employment will not be made until one of the following two requirements has been met:
1. The on-campus interview pool includes at least one candidate from a historically underrepresented racial and ethnic minority group or an international candidate, or
2. Documentation substantiating that all appropriate efforts were made to produce a pool inclusive of historically underrepresented racial and ethnic minority groups has been submitted to the Vice President and Dean of Faculty for a faculty position, and the Director of Human Resources for non-faculty positions.
Forms to provide such documentation are available from the Vice President and Dean of Faculty’s Executive Administrative Assistant and the Human Resources Office.
1. H-1B visas (A temporary visa available to individuals in professional positions. The visa may be used for a maximum period of six years)
All employees will be required to hire the chosen College attorney to prepare and submit their applications for H-1B visa status, who will charge a flat "preferred college" rate in CIS fees. The College will then sign off on the application forms.
The College will share the cost for legal fees and other costs incurred in filing for this type of application, unless otherwise mandated by applicable laws. For example, the College is responsible for the mandatory $500 fraud-prevention fee charged by the CIS. For the remaining costs, a maximum of 50% of the cost charged by the College’s attorney for processing the paperwork to obtain this visa will be paid by the College.
Individuals must sign a promissory note agreeing to pay the remainder of the charges prior to the commencement of applying for the visa.
2. Permanent Residency Applications ("green cards")
All employees will be required to hire the chosen College attorney to prepare and submit their applications for permanent residency. The College will sign off on these applications. The individual must speak with their department head and receive permission to proceed with such an application. Normally, individuals must be in their positions for a minimum of three years before an application for permanent residency based on their employment may be filed on their behalf.
The College will pay all the fees and costs related to the labor certification application as mandated by applicable laws. The College will share in the remaining costs for filing for permanent residency. A maximum of 50% of the cost charged by the College’s attorney for completing the necessary paperwork to obtain permanent residency will be paid by the College. Individuals must sign a promissory note agreeing to pay the remainder of the charges prior to the commencement of the application process for the visa.
All new staff and administrative hires and volunteers (limited for purposes of this policy to volunteers who are issued identification cards and/or keys) at Saint Mary’s College will be subject to a criminal background check. The criminal background check shall take place prior to employment and may be repeated at the discretion of the College. In no event will an individual be hired or allowed to volunteer services at the College without the completion of a criminal background check.
The hiring department must contact the Human Resources Department after a decision has been made to offer employment to a candidate but prior to finalizing the hire. The Human Resources Department will then contact the individual and make arrangements to have the individual complete the necessary paperwork to conduct the criminal background check.
Results of criminal background checks will only be shared with appropriate individuals who have a need to know such information as determined by the Director of Human Resources. Copies of results of each background screening will be retained by the Human Resources Department.
The costs for the background checks will be charged back to college-sponsored camps and other college programs which generate revenue. External clients and other programs requiring the hiring of personnel must show proof of a background check or be subject to the College's process and cost.
It is the general policy of Saint Mary’s College to disclose, upon a prospective employer’s request, only the following information about current and former employees: (1) the dates of employment, (2) title, and (3) descriptions of the jobs performed.
All inquiries from prospective employers concerning employment-related information on current and former hourly and administrative employees should be directed to Human Resources. Inquiries concerning current or former faculty members should be made to the Vice President and Dean of Faculty.
Upon a signed written release of current or former employees, additional employment-related information will be disclosed. Any information provided on current or former employees shall be job-related, factual and demonstrable from the records of the employee.
This policy has been developed according to IRS regulations for awards and gifts. Following are specific guidelines to follow relative to the value and type of awards and gifts that may be given to be considered non-taxable income.
1. Staff Length-of-Service Awards / Retirement Gifts
Awards and gifts are given to College employees for non-performance related recognition, (i.e. years of service, resignation or retirement). This policy does not preclude individual faculty or staff from giving personal gifts to their colleagues provided College funds are not utilized. The staff employee must be in active service on their anniversary date to receive the length-of-service award. Awards given to eligible employees that adhere to the following parameters are not subject to taxes:
a. Timing - The length-of-service awards may only be given to employees at five year intervals. (i.e. Five year anniversary, ten year anniversary, etc.) Length-of-service and/or retirement awards, given within the first five years of service or more frequently than every five years, are taxable in full. Retirement gifts will not be given to employees with less than five years of service.
b. Type of Award - The award or gift must be in the form of tangible personal property. (Gift certificates, gift cards, cash or checks are considered income and are taxable).
c. Dollar Amount for Retirement Gifts - The dollar amount for retirement gifts should not exceed $400. (Any amount over $400 is considered taxable income to the employee and will be reported on their W-2 at the end of the year.)
d. Award/Gift Presentation - The award or gift must be presented as part of a special event that marks the occasion and should be presented during the year the anniversary occurs.
2. De minimis Awards and Gifts
All payments made from College funds to employees are considered compensation
subject to federal, state and employment tax withholding and reporting on the W-2 forms, unless it meets the above criteria or a specific exemption applies. Under certain circumstances an award or gift may be excluded from taxes based on de minimis factors. De minimis factors take into account the value of the award or the gift and the frequency it is provided to the College employee. A non-cash award or gift valued at $50 or less may be considered a de minimis fringe benefit and not taxable to the employee. In order to be considered a de minimis benefit the award or gift can only be given on an occasional basis.
3. Holiday and Birthday Gifts
These types of gifts are not supported by College funds.
4. Prizes Won at College Sponsored Events
A cash or non-cash item given at a random drawing, such as a door prize or a raffle at College sponsored events, is considered non-taxable income.
a. Award - A cash or non-cash item given to show thanks, support, goodwill, or recognition of an outstanding accomplishment. Examples include achievement in teaching, research, retirement, or other job performance related activity. A bonus could be one type of an award.
b. Gift - A cash or non-cash item given as a gesture of goodwill or appreciation, or in recognition of, or in connection with some other purpose not specifically related to regular job performance.
c. Prize - A cash or non-cash item given at random or as a result of chance, not directly related to job performance. Examples include random door prizes and raffles at College sponsored events.
d. Non-cash Item - A gift of property such as a plaque, tickets for a sporting or cultural event, electronic equipment, T-shirts, flowers, etc. Gift certificates are treated the same way as cash for tax purposes.
e. De Minimis Benefit - A non-cash gift or award that is so small that accounting for it would be unreasonable or administratively impractical. De minimis gifts, prizes or awards may only be provided on an occasional basis and must be small in amount. Only non-cash gifts of property valued up to $50 are considered de minimis. Cash awards and gift certificates are never considered de minimis.
A College vehicle is any vehicle owned or leased by the College and used to transport authorized people and/or cargo. College vehicles shall be used only for “Official College Business”. “Official College Business” is defined as “the performance of, or necessary to, or in the course of, the duties of College employment or business”. College vehicles are not for personal use.
The Vice President for Finance & Administration reserves the right to determine whether the proposed travel constitutes “Official College Business”.
1. Authorized Drivers
College drivers are defined as those persons, at least 18 years of age, including all College authorized officers, members of the Board of Trustees, faculty, staff, students or volunteers from the using department. Drivers using leased vehicles must be at least 21 years of age; drivers using vans and buses must be at least 25 years of age.
Drivers of College vehicles are required to have a current, valid Indiana or other State driver’s license, with no suspensions. Drivers of buses must have a commercial driver’s license (CDL). A photocopy of the valid driver’s license is retained by the Purchasing Department. Driving records of all drivers of College use vehicles are subject to verification by the College through State Departments of Motor Vehicles.
2. Operation of College Vehicles
All drivers who operate College owned or leased vehicles must comply with all policies, procedures, rules and instructions covering the use of College owned or leased vehicles. The driver must obey all traffic laws at all times. Failure to obey the Law of the Land may disqualify a driver from future use. Any traffic citations or fines are the responsibility of the driver involved.
All College vehicles are non-smoking vehicles with no exceptions.
Cell phones may not be used while driving except with hands-free accessories.
It is the driver’s responsibility to ensure the use of seat belts by all vehicle occupants.
Drivers of College vehicles are personally responsible for vehicles operated by them. Should damage result through misuse or gross negligence, the operator may be required to make restitution to the College.
Passengers are limited to those persons who are properly authorized to participate in College functions with a driver traveling on official business. “Properly authorized” includes driver’s spouse, students or guests of the College whose presence as a passenger is directly related to the driver’s official business. This section of the policy also applies to other College vehicles such as golf carts and mules.
4. Procedure for Requesting a Vehicle
- College Owned Vehicles Departments may consider the use of certain College owned, Department controlled, vehicles for College business, when appropriate and when available. Admission has a small automobile, and Athletics has one minibus limited to 14 passengers. These vehicles may be made available when not in use by the controlling departments. There is no charge for such use other than the cost of gasoline used. The vehicles must be returned with replacement gasoline and with clean interiors free of debris.
- Leased Vehicles The College has contracted with Enterprise for the rental of automobiles and vans. The College has a business account with Enterprise and receives discounts on all rentals.
- Frequent Vehicle User Departments, e.g., Athletics, Admissions and Development, that frequently use rental vehicles may work directly with Enterprise in securing vehicles to meet their departmental needs.
- Infrequent Vehicle User Departments should use the following procedure to request an automobile rental through the College’s Purchasing Office:
- The driver must submit an On-line Requisition form five (5) full working days prior to the desired departure date to the Purchasing Department.
- Please be advised that Purchasing will not receive your requisition until it is approved by the budget manager.
- All vehicle requisitions must include the following information: Driver’s name, number of passengers, date and time of departure, date and time of return, contact information (e-mail, office and cell phone number), list of any special needs.
- Note: By approving a rental requisition the budget manager asserts or affirms that the driver has a valid driver’s license and that the driver is a minimum of 21 years of age.
Infrequent Vehicle User Departments should use the following procedure to request a large van or bus rental through the College’s Purchasing Office:
- All large vans/buses must be requested by submitting the On-line Requisition form referenced above two (2) weeks prior to the event
- The Requisition should include the driver’s name, number of passengers, date and time of departure, date and time of return, contact information (e-mail, office and cell phone number), and list of any special needs.
- If a van/bus is requested and then cancelled less than 72 hours prior to the engagement, the department will incur all expenses related to the event.
- For insurance and liability reasons, the large capacity vans will be restricted to no more than ten (10) passengers.
- Students will not be authorized to drive the large capacity vans or buses, and the driver must be at least twenty-five years of age.
5. Procedure to Pick up and Return a Vehicle
- During normal working hours: 8:00 a.m. to 4:30 p.m. Monday through Friday, keys, along with credit cards and the rental agreement, may be picked up and returned to the Purchasing Department at the Facilities Building. The driver who requested the vehicle must present their valid Driver’s License & College ID before the vehicle will be released.
- After normal working hours and on weekends/holidays: keys, credit cards and the rental agreement will be picked up from and returned to Security at the Security Building. College vehicles may not be taken to a person’s residence for a next day departure or late return unless prior written approval has been obtained from their Department Head/Chair and provided to the Purchasing Department.
The vehicles are parked in the Senior Parking Lot on the corner of Madeleva Drive and McCandless Drive. Vehicles may be picked up from the Senior Lot and should be parked in this lot upon return.
b. Driver Inspection - The driver of the vehicle should inspect the vehicle before driving it. The vehicle should be checked visually to assure that the tires are in good condition, the side-view mirror is usable, and that it has a gas cap, a spare tire and a jack. The brakes, lights and other controls should be tested for proper working condition.
c. Care of the Vehicle - The vehicle must be returned in the same condition it was received. Drivers should ensure that the vehicle is clean and that all trash and debris are disposed of prior to returning the vehicle to its assigned parking lot. A cleaning fee may be assessed.
d. Credit Cards and Gasoline - Gas Credit Cards will be distributed to the person/driver to purchase petroleum products. Whenever possible, the gas credit cards should be used in lieu of a College P-Card in order to avoid the payment of taxes on fuel. Credit Cards and gas receipts must be returned to Security or the Purchasing Department after the vehicle is returned to the Senior Parking Lot. College gas credit cards may not be used for personal use.
The vehicle must be returned with a full tank of gas. If the gas tank is not full, the department will be charged for the gas plus a refueling fee.
e. A Rental Agreement will be issued with each vehicle when it is picked up. Upon return, the Rental Agreement must be returned to Security or the Purchasing Department along with the keys and credit cards.
6. Liability Insurance
Liability insurance is provided for authorized College drivers to operate College vehicles on official College business.
The College reserves the right to recover from a driver the amount expended to provide the defense and/or pay a settlement or final judgment, if it is shown while performing official business for the College, the driver acted fraudulently or with intentional malice causing bodily injury, wrongful death, or property damage.
The College is not responsible for any items left in unattended vehicles.
7. Reporting Vehicle Accidents
For the purpose of safety and loss risk analyses, all accidents involving College use vehicles must be reported immediately to the nearest police department, the College’s Insurance Company, and the College’s Business Office. All accidents are to be reported within 24 hours, even if another vehicle is not involved or there are no apparent injuries or property damages. Helpful instructions for reporting accidents are provided on the back of the rental agreement.
8. Department Responsibilities
A department which has permanently assigned vehicles is responsible for scheduling and maintaining its assigned vehicles. The department is responsible for enforcing all rules, policies and guidelines relating to the vehicles as stated herein. Failure to do so may result in the suspension of vehicle privileges.
9. Misuse of College Vehicles
Misuse of any College vehicle may result in disciplinary action. The following is a list of guidelines constituting misuse:
a. Driving without Authorization.
b. Driving without a valid Driver’s License.
c. Allowing an unauthorized person to drive a College Vehicle.
d. Driving recklessly, not obeying traffic laws.
e. Falsification of vehicle forms.
f. Failure to comply with the Vehicle Usage Policy.
10. Use of Personal Vehicles for Official College Business
Each Vice President has the responsibility for authorizing persons to drive privately owned vehicles to conduct official College business. Important: If a personal vehicle is used for College business, the vehicle owner’s insurance is primary in the event of an insurance claim. Mileage for use of personal vehicles will be reimbursed at 80% of the authorized current federal rate, which will be updated annually, for the actual driving distance.
VIOLATION OF THIS POLICY MAY RESULT IN THE SUPENSION OF THE DRIVER’S PRIVILEGES TO OPERATE A COLLEGE VEHICLE.
Questions regarding policy guidelines on the use of College vehicles on College business should be directed to the Purchasing Department.
Catered Events and Food Service Functions are defined as the furnishing of food and beverages to the Saint Mary’s Community and guests with the intent to advance the interests of the College. Catering services may be purchased for official college meetings, functions, luncheons, receptions, and similar events. The account manager is responsible for the prudent use of catering services.
a. Through-the-line - This service is available during the academic year, when classes are in session or during the summer when conferences are operating. Through-the-line prices are set by Sodexho and feature a buffet style meal setting in the Noble Family Dining Hall.
b. Catering - Sodexho provides catering service for all events at any available campus facility. This usually involves food that is prepared in the Dining Hall and transported to the event, which may be in another room or building. A department, agency, or guest may secure a catering quote through the Sodexho Catering Manager. Catered events may include a delivery charge.
c. Internal Client - An employee or student of Saint Mary’s College representing an academic department, an office, or an organization conducting an event.
d. External Client - Anyone who is not employed at Saint Mary’s wishing to hold a function at the College should contact the Office of Special Events. Employees of the College wishing to hold a private event on campus will be considered external clients (i.e. party, wedding reception, baby shower, anniversary).
e. “Pot Luck” or “Carry In” Events - An event where food is prepared and carried in by the attending staff.
a. Catering - Sodexho is the exclusive food provider for Saint Mary’s College. Sodexho assumes responsibility for feeding students and catering College events. Sodexho also assumes the liability for providing this service.
Food may be brought to an event by a college employee or student for an internal event, (“Pot Luck / Carry In”), if that event is strictly for College employees and/or students.
Internal clients, external clients and outside caterers will not be permitted to use kitchen facilities in the Clubhouse, CYBER Café, Haggar Center, Stapleton Lounge / Conference Room, Spes Unica, or in the Dining Hall.
External clients using Saint Mary’s facilities must use Sodexo as their on campus food service provider.
Saint Mary’s staff, faculty and students may elect to provide their own food at their own events, but in doing so, they also assume the liability. If the event includes members outside the College community (i.e. guest speakers,) an outside caterer may be brought in only if the sponsoring organization can document that the caterer selected is providing the service at a cost below the Sodexo estimate. Outside caterers will not be permitted to use kitchen facilities in the Clubhouse, CYBER Café, Haggar Center, Stapleton Lounge / Conference Room, Spes Unica, or in the Dining Hall. Any outside catering firms must provide the same liability insurance, state and county health permits to operate off-site catering events, and food safety handling certifications required by law.
The sponsoring organization must provide the quote to Sodexo for the same services to be rendered at their event, not later than 7 (seven) business days prior to their event. Sodexo will be required to provide the sponsoring organization a lower quote for their event with in 5 (five) business days. If Sodexo does not do so then permission to bring in an outside source that meets standards will be granted.
Clients (external and internal) requesting catering services from Sodexo must provide at least 5 business days for their event, with final adjustments no later than 3 business days prior to their event. Any deviations may result in additional charges.
b. Dining Hall & Student Center Conference Rooms - Conference Room A is reserved from 11-2 p.m. Monday thru Friday for faculty and staff lunch use. Conference Rooms A thru F are available for “through-the-line meals”. All conference rooms may take advantage of catering services or supply their own food as long as they meet the definition of a “Pot-Luck” or “Carry In” event. Failure to remove food and trash from the room by the user will result in the suspension of the use of these rooms for dining.
The Dining Hall or West Wing can be used for “thru-the-line meals” but exclusive use of the rooms will not be possible unless it is after dining hours, and appropriate measures are taken to insure there is security and the areas are ready for service the following meal period.
c. Cyber Café - The Cyber Café in the Student Center is operated by Sodexho and serves both external and internal clients. No outside food or drink will be permitted in the Cyber Café. This includes food purchased in the convenience store.
d. Spes Unica Cafe - The Spes Unica Café in the Spes Unica Academic Building is operated by Sodexo and serves both external and internal clients. No outside food or drink will be permitted in the Spes Unica Café. This includes food purchased in the convenience store.
e. Sodexho and Special Events - Sodexho and the Office of Special Events often collaborate on College events at Saint Mary’s. Clients requesting food information will be directed to Sodexho. Clients requesting event information and space availability will be referred to the Office of Special Events. It is imperative that these agencies respect the boundaries of their respective areas of responsibility.
f. College Rebate - The College Rebate line item on Sodexho invoices allows the Office of Special Events to include a 17% administrative fee which is included in the catering quote for the client. The line item is not seen by the client, since Sodexho invoices Special Events and Special Events, in turn, invoices the client. The College rebate is included for external clients only. As a courtesy to employees of the College, the rebate is also not applied to employees holding a private event at Saint Mary’s. The Office of Special Events will submit any deviations from the College Rebate policy to the Presidential Cabinet for approval. The Rebate is strictly applied at the discretion of the College and is to remain confidential.
g. Labor & Room Sets - Events requiring a set-up beyond the normal default positioning of the room will be assessed a labor charge either from Sodexho or Special Events. Including set up and take down time, this will apply to internal and external clients. If an event requires rental of additional storage space, (i.e. trailer for existing dining hall tables), the cost will be passed directly to the client and there may be additional administrative fees.
h. Sales Tax - The State of Indiana requires Sales Tax to be paid on all catered events where the General Public is in attendance and non-college funds are used to pay a portion of the food service expense. Non-College funds include money collected from those attending the function and/or federal, state, or private grants provided to support the event. Any catered event where non-college funds will pay for all or part of the food service invoice are to be routed through the Office of Special Events. Likewise, the food service invoice is to be processed through the Office of Special Events to insure that Sales Tax, if applicable, is added before the invoice is presented to the Business Office for payment. Any question as to whether or not an event is subject to the Indiana Sales Tax may be directed to the Office of Special Events.
All administrators and staff (“employees”) must perform the responsibilities of their positions solely on the basis of what is in the best interests of the College and wholly free from the influence of personal consideration and relationships. Employees must avoid conflicts of interest and conflicts of commitment in the conduct of College business.
A conflict typically exists when financial or other personal considerations compromise an employee’s objectivity in meeting College responsibilities, including research activities. A conflict also may exist when financial or other personal considerations have the potential to compromise an employee’s objectivity in meeting College responsibilities, including research activities. These procedures are designed to ensure integrity in the conduct of College business.
3. Procedures (subject to waiver by written approval of the Vice President of Finance and Administration)
a. Employees may not perform work or services, outside of the course of their normal service to the College, for an organization doing business or seeking to do business with the College and may not permit their names to be used in a way indicating a business connection with such an organization.
b. Employees may not participate in decisions or actions on behalf of the College which may result in personal gain for the employee or the employee’s family. Accordingly, employees may not act on behalf of the College when duties bring them into business negotiations with a concern in which they or members of their family have a material financial interest or significant indebtedness.
c. Employees may not engage in activities that interfere with the performance of job duties and responsibilities at the College and must avoid any situation which compromises job performance, loyalty, or stewardship to the College.
d. The policy prohibits any of the following unless approved in advance as detailed in e-g below:
1) Any employment at the College in addition to primary employment (i.e., limited service teaching position, etc.)
2) Outside employment;
3) Other interests or activities that require commitments of time that may interfere with meeting College obligations;
4) Use of supplies, equipment, or College resources for non-College purposes;
5) Receipt of gifts or entertainment of more than nominal value, payments, loans, services, or favors involving more than social amenity from suppliers of goods or services to the College;
6) Receipt of gifts or entertainment of more than nominal value, payments, loans, services, or favors involving more than social amenity from persons associated or seeking association with the College; or
7) Use of confidential or privileged information acquired in the course of employment at the College for non-College purposes.
e. Employees must disclose to their supervisors in advance of undertaking any of the above activities. Supervisors must report such disclosures to their appropriate vice president.
f. The appropriate vice president or designee will review the disclosed information to determine whether there is a conflict of interest, the appearance of a conflict of interest, or the potential for a conflict of interest.
g. If it is determined that there is a conflict of interest, the appearance of a conflict of interest, or the potential for a conflict of interest, the vice president or designee will notify and work with the vice president for finance and administration to develop a written statement of action to manage, reduce, or eliminate the conflict situation.
h. An employee who is uncertain about any of these procedures should consult with the Office of Human Resources.
4. Conflict of Interest Questionnaire
a. Annually, all officers of the College, all employees working in the financial aid and business offices, and all employees authorized to sign for expenditures, acting as principals on grants or involved in making purchases on behalf of the College are required to complete a “Conflict of Interest Questionnaire” form. The forms are kept in the Purchasing Office.
b. Employees are under an obligation to update information on this form annually.
a. A "conflict of interest" arises when an employee is in a position to influence College business, research, or other decisions in ways that could lead to personal gain for the employee, the employee’s family, or others to the detriment of the College's integrity and its mission.
b. A "conflict of commitment" exists when the external activities of an employee are so substantial or demanding of the employee’s time and attention that the activities interfere with the employee's responsibilities to the College.
Saint Mary’s College is committed to the highest possible standards of ethical and legal business conduct. In keeping with that commitment, the College desires to provide an avenue for officers, trustees, and employees (including student employees) to raise concerns about the College’s conduct with the assurance that they will be protected from reprisals for good faith reports about improper conduct on the part of a member of the College community.
Saint Mary’s College officers, trustees, and employees have a responsibility, in the discharge of their college duties, to abide by federal and state laws and regulations as well as College policies. Any officers, trustees, and employees who have knowledge of improper conduct which he or she reasonably believes violates the law or College policy should disclose such conduct to an appropriate College official or to an independent, impartial third-party hotline retained by the College for such reporting. The College has a responsibility to investigate any alleged improper conduct and may discipline any individual found to have engaged in such conduct, up to and including termination of employment. Saint Mary’s College reserves the right to refer such conduct for civil and criminal prosecution.
No individual who makes a report in good faith or participates in an investigation in good faith shall suffer retaliation or reprisals for being involved. An individual who believes that he/she has been retaliated against may file a complaint with an independent, impartial third-party hotline retained by the College to gather such information.
3. Improper Conduct Defined
Improper conduct by any officer, trustee, or employee of Saint Mary’s College that is undertaken in the performance of the individual’s official duties or with the appearance or representation that it is undertaken in the performance of official duties, whether or not the action or activity is within the scope of his or her duties, should be reported to an appropriate College official or to the independent, impartial third-party hotline. Actions or activities which are improper may include, but are not limited to the following:
a. Violation of any federal or state law or regulation, including, but not limited to, corruption, malfeasance, bribery, theft, fraudulent claims, fraud, or conversion;
b. Misuse or misappropriation of College property;
c. Economically wasteful or gross misconduct, incompetence or inefficiency which creates for the College potential exposure to liability and financial irregularities;
d. The action or activity appears to be the result of a criminal act;
e. Significant threat to the health or safety of members of the College community;
f. Scientific misconduct;
g. Unauthorized invasion, alteration or manipulation of records and computer files;
h. Violation of the College’s Conflict of Interest Policy; and
i. Interference with a College investigation conducted in accordance with this policy, including the withholding, destruction or tampering with evidence or any effort to influence, coerce, intimidate or retaliate against Whistleblowers or witnesses.
4. Reporting Procedure
Reports of improper conduct may be made to the appropriate College official or to an independent, third-party hotline. This service is currently provided by Ethics Point. To report an ethics violation or for more information please go to https://secure.ethicspoint.com/domain/media/en/gui/23218/index.html or call 888-393-6808. Information on how to file a report is also available on the Saint Mary's College web site home page. Employees may also find information on filing a report on the Human Resources bulletin boards located throughout campus.
No individual who makes a report in good faith or participates in an investigation in good faith shall suffer retaliation or reprisals for being involved. Saint Mary’s College will take the necessary action to assure that retaliation does not occur. An individual who believes that she/he has been retaliated against may file a complaint with Ethics Point.
5. Investigation Responsibilities
The Administration, in consultation with the Audit Committee of the Board of Trustees, has the primary responsibility for the investigation of all suspected improper conduct. The investigation may utilize whatever internal and/or external resources considered necessary. To the extent feasible, the investigation will protect the privacy interests of all affected parties. If an investigation substantiates that improper conduct has occurred, appropriate correction action will be taken. In addition, the President or Chair of the Audit Committee of the Board of Trustees, if warranted, will issue a report to appropriate designated persons.
6. Bad Faith Reports
This policy shall not be used to bring a complaint in bad faith. Disciplinary action shall be taken against any individual found to have made a report of improper conduct in bad faith.
Full and part-time employees begin to earn vacation eligibility from date of hire. The vacation year starts with the employee's hire date. On-call and temporary employees do not earn vacation time.
Vacation is pro-rated each pay period based on the hours worked by the employee during that pay period.
1. Hourly Employees Accrual Schedule
An employee working a regular schedule of 40 hours per week earns vacation according to the following schedule:
Length of......................Pay Period.........................Hours
0-4 years......................3.080.................................80 (2 weeks)
5-9 years......................4.616...............................120 (3 weeks)
10 years.......................6.160...............................160 (4 weeks)
Part-time employees and employees working less than 40 hours per week will receive a pro-rated accrual based on the above “full-time” accrual schedule.
2. Salaried Employees Accrual Schedule
Vacation is earned at a rate of 6.77 hours per pay period (22 days per year) for a full-time salaried employee in an active pay status. Vacation is pro-rated based on the actual number of days worked for those administrators working less than a full-time schedule. Vacation, short periods of illness and holidays are periods of time off when the administrator is considered to be in an active pay status. Vacation is not accrued when the administrator is on an unpaid leave of absence or long term disability.
3. Vacation Usage
Vacation usage is governed by the following guidelines:
a. To achieve maximum benefit from vacation, the College encourages employees to take all or a part of their vacation in a two week block. If possible, this will be scheduled at the convenience of the employee. The remainder of each year's vacation should be taken at the convenience of the employee and the supervisor. In some departments, attendance is critical during the school year and vacation cannot be granted. All vacation time taken is subject to supervisor approval.
b. If a holiday is observed within an employee’s vacation period, the employee will be given an additional day of vacation time to be used at a mutually agreeable time.
c. Vacation days should be taken within the year they are earned. If, because of bona fide business necessity, vacation cannot be taken in the year in which it is earned, vacation may be carried over into the next year. On September 1 of each year, vacation in excess of 240 hours in an employee's account will be forfeited.
d. Hourly employees with less than one year of service may “pull ahead” vacation provided they obtain the approval of their supervisor and sign the necessary paperwork in the Human Resources Office. Salaried employees can take vacation as it is accrued and may take as many as ten (10) vacation days before they are earned. If the employee terminates prior to actually earning these days, the value of the time taken will be deducted from the final paycheck.
e. Vacation must be used in units of one half day or more except in those cases where an employee uses vacation to attend classes approved by the supervisor.
f. Employees who provide the appropriate notice of resignation will receive pay for accrued but unused vacation time up to a maximum of 240 hours. Salaried employees must provide a four-week notice of resignation, while hourly employees must provide a two-week notice. Previous years' deferred vacation time may not be used to extend the termination date of an employee.
g. Other than at termination or retirement, vacation time will not be paid in lump sums to employees. When possible, academic-year employees are expected to take their vacation time during Fall, Spring and Christmas breaks. If the employee is unable to take all of her/his vacation time off during the breaks, vacation time may be taken at other times during the academic year with supervisory approval. As explained above, vacation in excess of 240 hours in an employee's account will be forfeited on September 1 of each year.
h. Full-time hourly employees who have worked previously in a part-time capacity are eligible to have part-time service credited to their seniority. Credit for part-time service is calculated by totaling the number of hours that the individual worked while serving in the part-time capacity, and dividing that sum by 2,080 to determine the full years of service credit.
The following holidays are recognized as College holidays:
1. Christmas Day
2. Christmas Eve or the day after Christmas
3. New Year's Day
4. Memorial Day
5. Independence Day
6. Labor Day
7. Thanksgiving Day
8. Good Friday
At the President's discretion, other days, announced on an annual basis, may be observed as College holidays. Employees are entitled to receive pay for holidays, provided they are in a "paid status" (i.e., receiving remuneration from the College for work, sick leave, vacation, funeral leave, jury duty) on the last scheduled workday preceding the holiday and the first scheduled workday following the holiday. If one of these holidays occurs during an employee's vacation period, the employee will not be required to use vacation time for the holiday. Terminating employees will not receive pay for holidays observed after the last day worked.
See our Holiday Schedule under Benefits on our Human Resources Home Page for this current year's holiday schedule.
All full time employees earn sick leave allowance at a rate of one day (8 hours) per month. Hourly employees must have completed their 90-day trial period before eligibility for sick leave accrual begins.
Part time employees earn sick leave on the basis of the number of hours normally worked (i.e., half time = 4 hours per month). Part-time employees with an irregular work schedule earn sick pay based on the average of the number of hours worked per day during the last ninety (90) days of the previous academic semester. On-call and temporary employees do not earn sick leave.
Sick leave can be carried over from year to year and there is no limit on the number of days that can be accumulated. Employees continue to accrue sick leave while off duty because of illness as long as they are in a paid status until they qualify for long-term disability payments. Sick leave credits are also earned when an employee is off on vacation. Employees on an unpaid leave of absence do not earn sick leave credits.
The sick leave program is designed as a salary continuation plan for employees prior to the start of long term disability payments. Full time employees are eligible for consideration for long term disability payments after a period of disability. An employee who has exhausted sick leave may extend paid leave time by using accrued vacation time. To use this option the employee must make a written request to the Human Resources Department to debit vacation time for illness or disability.
Guidelines for sick leave usage are as follows:
1. The employee's supervisor must be contacted as soon as possible after the employee is aware that she/he will miss work due to illness or injury.
2. Pregnancy is classified the same as an illness or disability during the period in which the employee's physician certifies that she is unable to work.
3. Sick leave may not be used for illness of family members other than as discussed in conjunction with Personal Business Days.
4. Sick leave can be used in increments of one hour or more.
5. To prevent abuse of this program, employees may be required to submit a doctor’s statement to substantiate an illness and the associated inability to perform assigned responsibilities. If such a notice is requested but not submitted, the employee will not be paid for the period in question.
6. Absences due to injury or illness which are projected to be longer than five working days must be documented on a Leave of Absence Form available in the Human Resources Department. The employee completes the form and gives it to the supervisor for approval. This form will assist in determining eligibility for leave under the FMLA. When possible, this form should be completed in advance of the absence.
7. Hourly employees are eligible for a payoff at retirement of accumulated but unused sick time according to the following guidelines:
Employees with at least ten (10) years of service who meet the guidelines for retirement under the College’s retirement program are eligible for payoff of unused sick leave at the time of their retirement as follows:
Service in Years % Payoff of Unused Sick Leave
Less than 10 0%
10 – 12 20%
13 – 14 25%
15 – 19 30%
20 – up 35%
Payments for unused sick leave are made on the basis of the employee’s rate of pay as of the date of retirement and are paid on the employee’s final pay deposit.
Saint Mary’s College has established a sick leave pool to benefit employees of the College who suffer a serious health condition for her/himself and/or a member of the immediate family. This pool is administered by the Director of Human Resources in accordance with the following rules and regulations.
For the purposes of this policy, the following definitions apply:
Serious Health Condition– A serious health condition is one which requires either inpatient care in a hospital, hospice, or residential medical care facility or continuing treatment by a health care provider for a period of time that forces the employee to exhaust all leave time earned by that employee and, thus, to lose compensation.
Immediate Family – A member of the immediate family is defined as an employee’s spouse, child under the age of 18 who lives in the same household, or parent who lives in the same household or any person you can claim as an exemption on your current year federal tax return.
Health Care Provider – A health care provider is a doctor of medicine or osteopathy who is authorized to practice medicine or surgery (as appropriate) by the state in which the doctor practices.
The sick leave pool is created by contributions of sick leave time from employees of the College. Any employee who accrues sick leave time may contribute to the pool.
The sick leave pool is created by contributions of sick leave time from employees of the College. Any employee who accrues sick leave time may contribute to the pool. Contributions to the sick leave pool are strictly voluntary. An employee may contribute one or more days of his or her accrued sick leave to the pool in eight-hour increments. The maximum amount of sick leave an employee may donate to the Pool may not exceed the lesser of one-half of the employee’s total accumulated sick balance or 2,080 hours. In order to contribute time to the pool, an employee must submit a Sick Leave Pool Contribution form to the Human Resources Department. The leave will then be deducted from the contributing employee’s sick leave account balance and credited to the sick leave pool. Contributions to the pool may be designated to certain individuals or are contributed to the pool in general. Employees who contribute hours to the pool may not have their contribution returned unless they meet the eligibility criteria to receive benefits from the pool.
All full and part-time employees with their own serious health condition or a serious health condition of an immediate family member may apply to use sick leave from the sick leave pool. Employees need not have contributed to the pool before they can use pool leave time. The Employee must exhaust all paid leave benefits before they are eligible to use leave from the pool.
Requests to Use the Leave Pool
An employee requesting pool leave should submit a Request to Use Sick Leave Pool form to the Human Resources Department. If the employee is unable to submit a written request, the employee’s direct supervisor may submit the form on behalf of the employee. In addition to completion of the Request to Use Sick Leave Pool form, a completed Certification of Physician or Practitioner form available from the Human Resources Department must be included. Employees will receive a copy of the Request to Use Sick Leave Pool form back indicating whether their request has been granted or denied.
Amount of Pool Leave Available
The maximum amount of leave approved for each serious health condition cannot exceed one-third of the balance of hours in the pool or 90 work days, whichever is less, in a 12-month period. The sick leave pool’s available leave balance will be calculated as of the date the Request to Use Sick Leave Pool form is evaluated by the Director of Human Resources. Pool time for part-time employees is granted on a pro rata basis based upon the employee’s regular work schedule. In the event of an extended or recurring serious health condition, an employee may apply for pool leave for a limit of three 12-month periods; however, as stated above, the maximum amount of leave time available in any one 12-month period is one-third of the leave pool balance or 90 work days, whichever is less.
Any employee who wishes to appeal a denial of leave pool benefits must do so within five working days of the determination. The President’s Cabinet will review and respond to the appealing employee. The decision by the President’s Cabinet is final.
Full-time and part-time employees who have worked at the College for at least 12 months and who work at least 1,250 hours per year are eligible for an unpaid leave of absence for up to 12 weeks per year for a serious health condition that makes the employee unable to perform his or her job functions. A serious health condition is one which requires either inpatient care in a hospital, hospice or residential medical care facility or continuing treatment by a health care provider.
Employees are required to use all available sick and vacation time as part of the 12 week-leave. Any remaining portion of the 12 weeks will be taken without pay. Employees must give 30 days advance notice of the need for a leave when it is foreseeable, otherwise notice must be given as soon as practicable. Certification from a health care provider will be required. A form to be used for this certification is available in the Human Resources Department. The College reserves the right to request additional information as needed.
The employee should discuss the need for a leave with her/his supervisor and complete a Leave of Absence form available in the Human Resources Department.
The College will continue to provide insurance benefits for the full period of the approved medical leave. The employee must continue to pay the normal employee contribution for any of these benefits in order to continue coverage. Failure to do so may result in termination of benefits. The College reserves the right to recover the full premium cost of health care coverage for employees failing to return from a leave in accordance with the guidelines set forth in the Family & Medical Leave Act. Benefit accruals for vacation, sick leave and holiday pay will be suspended during any unpaid portion of the medical leave.
When an employee returns from an approved medical leave, the College will restore the employee to the position she or he held when the leave commenced or to an equivalent position with equivalent benefits. After twelve weeks, the College may fill the position on a permanent basis or hold the position open for the employee. Each situation will be reviewed on an individual basis. If the position is filled and it is not possible to assign work of a comparable level to the employee upon returning from a medical leave, an extended unpaid personal leave of up to one (l) year will be granted while an effort is made to find employment for the employee. Benefits are not available to an employee during this extended leave.
Employees returning to work after a leave of five (5) days or more will be required to provide a doctor's statement which states that the employee is medically cleared to return to work.
All full time employees are eligible to use up to five days per year of accumulated sick time for paid personal business days. These personal business days will be deducted from accrued sick time and may be used for the following reasons:
1. Care of a sick child, spouse, parent, or other immediate family member;
2. Appointments that cannot be arranged during non-working hours (Example: legal, doctor appointments for immediate family members, repairmen, or other such appointments);
3. Settlement of an estate;
4. Funerals; and
5. Emergency personal business.
Personal business days may be used in increments of one hour or more, but will not accrue from year-to-year as do vacation and sick time. Personal business days are not to be added to vacation time and must be accommodated without the use of temporary help. When possible, requests for personal business days should be made to the immediate supervisor as soon as possible.
The College supports employees who have the dual concern of maintaining a balance between their work and family obligations through the provision of a Parenting Leave policy. Through this policy, the College strives to retain valued and talented employees and not lose them because of the strains of maintaining both family and a career. All full-time employees with a year or more of service are eligible for a parenting leave.
An employee who takes primary responsibility for the care of a newborn child or a newly-adopted child is eligible for six weeks leave with normal pay and benefits during the first twelve weeks immediately following the birth or adoption. A primary care giver is an individual who takes primary responsibility for the care of an infant or small child. If both parents are employed by the College, only one leave will be allowed per family. Leave benefits will be paid only for periods in which the employee would otherwise have worked.
In addition to the six weeks of paid leave, the primary care giver may use accrued vacation time or any available personal time to continue a paid leave for a cumulative total of 12 weeks. If there is not sufficient accrued vacation time available, the employee may continue an unpaid leave for a cumulative total of 12 weeks. Sick leave may only be used during this 12-week period for the actual period of temporary disability caused by or contributed to by pregnancy or childbirth. Any paid or unpaid time taken under this parenting leave is credited against any available Family & Medical Leave Act leave time.
Employees should give notice of the approximate time of desired leave to the immediate supervisor as soon as possible. A request for parenting leave must be in writing on the College’s Leave of Absence form. If appropriate, it must be accompanied by a note from the physician specifying the period of temporary disability.
The purpose of this paid leave time, as mentioned above, is to retain valued and talented employees. Employees are expected to return to normal full-time job responsibilities at the conclusion of the leave. Persons failing to return and to continue working at the College for a minimum of one year after the leave are required to repay the six weeks of paid leave time net of accumulated sick leave and vacation time. A promissory note, agreeing to repay the net parenting leave balance (monthly within a maximum repayment period of two years) if the employee does not return to work for one year after the leave, must be signed by the employee prior to the leave period.
1. Jury Duty
Employees called for jury duty are granted paid time off to meet their court-mandated responsibility. An employee is paid her/his salary if subpoenaed to appear in court as a witness. Normal earnings will be reduced only by the amount received for the court appearance or jury duty. Information on earnings should be supplied to the Business Office.
2. Funeral Leave
Full-time and part-time employees are eligible for up to three (3) paid days of funeral leave on the occasion of the death of members of the immediate family (spouse, son, daughter, mother, father, mother-in-law, father-in-law, brother, sister) and one (1) day for the death of a relative not in the immediate family (grandfather, grandmother, grandchild, brother-in-law, sister- in-law, son-in-law, daughter-in-law, uncle, aunt, nephew, niece). The leave is granted for such purposes as attending the funeral, making necessary arrangements, and traveling. Funeral leave will not be granted if the employee does not attend the funeral. Funeral leave will also not be granted during vacation or during periods when the employee is not normally scheduled to work.
1. Family Leave
Full-time and part-time employees who have worked at the College for at least 12 months and who work at least l,250 hours per year are eligible for an unpaid leave of absence for up to 12 weeks per year for the following reasons:
a. to care for a newly born child of the employee within the first 12 months of the birth;
b. to care for a child placed in the employee's home for adoption or foster care within 12 months of the placement, or
c. to care for an employee's spouse, child or parent who has a serious medical condition. A serious medical condition is defined as one which requires either in-patient care in a hospital, hospice or residential medical care facility or continuing treatment by a health care provider.
In the event that both husband and wife work for the College, only one 12 week leave is granted for birth or placement for adoption or foster care.
Employees are required to use all available vacation time as part of the 12 week leave. In addition, the employee may use any available personal time during this leave. Any remaining portion of the 12 weeks will be taken without pay.
Employees must give 30 days advance notice of the need for a leave when it is foreseeable, otherwise notice must be given as soon as practicable. Verification of the need for a leave will be required. Certification from a health care provider will be required when taking a leave to care for a seriously-ill family member. A form to be used for this certification is available in the Human Resources Department. The College reserves the right to request additional information as needed.
The employee should discuss the need for a leave with her/his supervisor and complete a Leave of Absence form available in the Human Resources Department.
The College will continue to provide insurance benefits for the full period of the approved family leave. The employee must continue to pay the normal employee contribution for any of these benefits in order to continue coverage. Failure to do so may result in termination of benefits. The College reserves the right to recover the full premium cost of health care coverage for employees failing to return from a leave in accordance with the guidelines set forth in the Family & Medical Leave Act. Benefit accruals for vacation, sick leave and holiday pay will be suspended during any unpaid portion of the family leave.
Employees will be returned to the same or equivalent position with no reduction in pay, benefits or other terms and conditions of employment.
Full-time and part-time regular employees are eligible for a leave of absence to engage in military services.
a. Short Tours of Duty - Short tours of duty with the National Guard or other military reserve force are subject to the following guidelines:
1) The tour must be scheduled with the employee's supervisor well in advance.
2) The employee is to go on leave, whenever possible, at the convenience of the College.
3) Employees may use vacation, personal or unpaid time.
4) Academic year employees must take military leaves during their scheduled time off.
b. Active Service - In accordance with the Uniformed Services Rights and Reemployment Rights Act, employees who are activated for military service are eligible for a leave of absence for the full term of their activation. Upon return, the College will guarantee employment to the employee at the same or a similar position to that which was held by the employee at the time of her/his activation. During the leave of absence the College will pay the employee the difference between the employee’s actual Saint Mary’s salary at the time of activation and his/her military pay.
Unpaid leaves may be available to family members of military personnel on active duty in accordance with the Military Family Leave Act of the State of Indiana.
Full time employees are covered immediately upon employment by a life insurance policy equal to two times the individual's annual base salary rounded to the next highest $1,000 to a maximum of $50,000. The College pays the entire premium for this basic insurance.
Employees may also elect to purchase supplemental life insurance in accordance to the current contract in effect upon the employee's hire. If employees elect not to participate in the supplemental plan when it is initially offered, they must present the plan administrator with evidence of insurability prior to being admitted to the plan. There is no guarantee that the plan administrator will extend coverage to employees who do not elect this option within thirty (30) days of the date of employment.
Employees who meet the following criteria when they leave the College are provided a paid up life insurance policy: 1) the employee must be at least 55 years old; 2) have at least 10 years of continuous service, and 3) be covered under the College's life insurance plan at the time she/he leaves the College. The amount is one half the individual's salary to a maximum of $10,000.
Employees may also elect to purchase Dependent Life insurance which provides life insurance coverage for their spouse and/or child(ren). Employees electing this coverage must pay the full cost.
Immediately upon employment, full time employees are eligible to enroll in a group hospitalization, surgical, medical and dental benefits plan. Benefits are available on a single or family plan basis.
Eligible employees usually enroll in the plan when it is first offered. If they do not elect coverage when first eligible, they can apply for coverage only during May of each year unless there has been a lifestyle change.
A request for a change in coverage because of a lifestyle status change (i.e., spouse with coverage loses insurance, marriage, divorce, birth) may be submitted at any time during the year, but the request must be made within 30 days of the qualifying event. Because of the pre tax nature of premium payments, an employee may only cancel health coverage effective June 1 unless there is a lifestyle change.
The College pays the majority of the cost of the health premium for full time employees. The specific amount of premium paid by the employee is announced by June 1 of each year. The medical and dental programs are separate. Coverage is available for medical only, dental only or both medical and dental coverage.
3. Termination and Continuation of Health Insurance
Medical and dental coverage for full time employees begins immediately upon employment and ends the day of termination. However, terminating employees may choose to continue coverage under the provisions of the Consolidated Omnibus Budget Reconciliation Act (COBRA).
Dependents of deceased employees may continue to be covered under the group health plan as long as the following conditions are met: the employee must have had at least ten years of service at the time of death; the employee and dependents must have been participants in the health plan at the time of death; the dependents cannot be eligible for participation in an employer-sponsored group health plan; and the dependent must pay the full monthly premium. Upon eligibility for participation in another health plan (excluding Medicare), the dependent may no longer participate in the College's group health plan.
4. Retiree Health Care Plan
In July 2005, Saint Mary’s College joined the Emeriti Consortium which is a consortium of higher educational institutions formed to provide retiree health benefits. The Emeriti Retiree Health Plan provides for health insurance options, underwritten by Aetna, as well as a Reimbursement Fund for qualified medical expenses. It is funded by a VEBA Trust through which employees have funded accounts held with Fidelity Investments. Voluntary after-tax contributions may be made by certain employees into this Trust to assist in paying for medical benefits upon retirement. Strict rules govern participation in the program. Employees should contact the Human Resources Office for additional information on this program.
A voluntary, comprehensive vision care benefit is available to full-time employees of Saint Mary’s College. Benefits include a comprehensive eye examination, lenses, frames, contact lenses and access to discounted laser eye surgery procedures. Most services are available at no additional cost, above any applicable co-payments. Benefits are provided through a national provider network. Contact the Human Resources Department for information on the program as well as the current cost to participate.
Employees are covered by a defined contribution plan through TIAA-CREF. More detailed information on these plans and the employee's options can be obtained from the Human Resources Department or by writing or calling TIAA CREF directly at:
Teachers Insurance & Annuity Association/College
Retirement Equities Fund
730 Third Avenue
New York, NY 10017
Telephone number: (800) 842 2733
Full time employees are covered immediately by fully paid long term disability insurance. Coverage provides disability income payments which equal 60% of base salary up to a maximum limit as defined in the insurance certificate. Payments commence on the first day of the next month following a period of disability. The amount of the disability income payment is offset by the individual's social security disability payment, worker's compensation payment, and any payment received from another employer financed disability plan.
During the first year of disability, life insurance benefits are continued. The premium is paid by the College and the amount of insurance is equal to two times the contract salary in effect at the time of the onset of the disability, up to $50,000. At the end of the one year period during which the College paid the life insurance premiums, the employee can convert coverage to an individual plan.
During the waiting period between the onset of the disability and the beginning of disability coverage, health insurance benefits will be continued on the same basis as for active employees. After the waiting period, and for the first 24 months a participant is receiving disability payments, the entire premium for employee health care is paid. Employees who had family coverage at the time of their disability can continue that coverage by payment of the normal dependent contribution required of other employees during the same 24-month period. The rate will be adjusted whenever the rate for active employees changes.
After 29 months of disability (five month waiting period to be eligible for Social Security disability payments, plus 24 months of Social Security disability pay eligibility), health insurance through the group health plan ceases. Employees meeting the eligibility requirements for retiree medical coverage are eligible for coverage under the Retiree Health Plan. Employees not eligible for the Retiree Health Plan who have at least ten years of service at the time of disability, are a current participant in the health plan at the time of disability and are not eligible for participation in another employer-sponsored group health plan may continue coverage as long as they pay the full monthly premium. All other employees may choose to continue coverage through COBRA (see section on Termination and Continuation of Health Insurance).
Voluntary short-term disability is available to active employees who work at least 24 hours per week. This insurance pays a portion of the employee’s earnings in the event s/he cannot work because of a disabling illness or injury. Short-term disability insurance provides a benefit of 60% of the employee’s earning, up to a maximum of $1,000 per week, for up to maximum of 26 weeks. Employees must enroll within 31 days of hire or they may be denied the opportunity to participate. Further information on this plan is available in the Human Resources Office.
1. Social Security
Employees of the College are automatically covered by the Federal Insurance Contributions Act (FICA). The College pays one half of the current tax charged by the program and the employee pays the other half through payroll deductions. The amount of the tax is established by federal law.
2. Workers Compensation
The College bears the full cost of protection under the Worker's Compensation Act of Indiana. Under this program, employees may be eligible for payments in lieu of wages if unable to work as a result of an injury on the job. In addition, medical expenses associated with a work related injury or illness are covered. All work related injuries must be reported immediately to the supervisor and to the Human Resources Department.
3. Unemployment Insurance
Employees are covered by the Indiana Employment Security Act. This Act provides for weekly benefits in certain circumstances for individuals without employment. The Act is administered by the Indiana Employment Security Division. Representatives of the local office can advise employees of their rights and responsibilities under the Act.
1. Saint Mary’s College Tuition Remission Program
Full-time employees are eligible to take one class per semester at Saint Mary's tuition free provided they meet the entrance requirements of the course. Hourly employees are eligible after they have successfully completed their 90 day probationary period. This provision includes any undergraduate classes and any classes offered at Saint Mary’s College for the MSA program. The IRS, upon investigation, may consider this benefit to be taxable income. If you have a question regarding the tax consequences of this benefit, you should consult your attorney or tax consultant.
Spouses and dependent children (step-children are not eligible) of staff are also eligible for educational benefits at Saint Mary’s College. Wives and daughters of salaried employees in salary grades four or higher may also attend Saint Mary's College without tuition charge provided regular admission requirements are met. Wives and daughters of salaried employees in other salary grades, as well as wives and daughters of hourly employees, may participate in this program under the following guidelines.
Years of Service % of Tuition Waived *
1 yr. 25%
2 yr. 50%
3 yr. 75%
4 yr. 100%
*If more than one dependent is attending Saint Mary's under this schedule, an additional 10% of tuition is waived for the second and each additional student from the same family.
Dependent children of employees are also eligible to take one three-credit hour course offered by the College or the University of Notre Dame in the summer without charge for tuition. The individual must meet the entry requirements for the course.
This educational benefit is also applicable to the spouse and/or dependent children of a retired, disabled, or deceased salaried employee who had served the College for at least eight (8) years and was working at the time of retirement, disability, or death.
Males covered by this policy are eligible to take classes but are not eligible to receive degrees from the College.
Laboratory or special course related fees are not included in the tuition remission.
An amount equal to tuition costs at the Saint Mary's campus will be waived for those students participating in this program but taking classes at one of Saint Mary's overseas locations.
2. University of Notre Dame Tuition Remission Plan
Dependent children of employees are also eligible for educational benefits at the University of Notre Dame. Dependent children of salaried employees in salary grades four (4) or higher are eligible for full tuition remission benefits at the University provided regular admission requirements are met. Dependent children of administrators in other grades, as well as dependent children of hourly employees, are eligible for full tuition remission when attending the University of Notre Dame on a full time basis after the employee has worked three years as a full-time employee and provided regular admission requirements are met. Students must adhere to the terms established by the University, which at the present time require that after the first year the student must either hold a campus job for twelve (12) hours per week or make a tuition payment equal to the amount that would have been earned from such a job.
This benefit, applicable at the University of Notre Dame, is currently provided for by an agreement between the University of Notre Dame and Saint Mary's College. The agreement governing the program is reviewed at regular intervals and is subject to modification or termination. If the program is terminated, Saint Mary's College assumes no financial obligation for continuing studies at Notre Dame.
A tuition grant plan is available to dependent children of salaried employees in salary grades four (4) or higher who have completed seven (7) or more years of service. The children of the eligible employee must be enrolled in an institution of higher education to be eligible for the program.
The amount of the annual grant will be the lesser of the following:
a) the tuition at the institution attended or
b) one-third of the current tuition charge for full-time students at Saint Mary’s
Tuition remission and tuition grant payments are subject to the guidelines established by the President's Cabinet of the College and administered by the Financial Aid Office. Prospective students and parents must apply for all grants or scholarships from any source for which they might be eligible, including state, federal and institutional awards.
Except for federal and state grants specifically categorized as need-based, amounts received for tuition from these sources or any other source must be deducted from the total tuition before the College's grant is determined.
Grants are available for a maximum of eight semesters of undergraduate study or their equivalent. The periods of study need not be consecutive. Grant payments will be made directly to the institution attended on a per term or semester basis. The grant also applies to courses taken during summer sessions. The student must reapply each year for the grant.
Children will continue to be eligible for this grant as long as the parent remains in the service of the College; however, their eligibility will not cease if the parent dies, becomes totally disabled or retires. Applications for the program are available from the Human Resources Department.
Saint Mary’s College currently participates in consortium arrangements that allow for educational opportunities at participating institutions. Specific information on the different consortiums, the applicable benefits, and the process for applying for the benefits is available through the Human Resources Department.
Eligibility for participation in any of the educational programs described previously is limited to eight academic semesters of undergraduate study.
Certain expenses incurred in moving household goods and personal effects for a full-time faculty or staff member who has accepted a position with Saint Mary’s College may be paid directly to vendors by the College or reimbursed to the individual, on a non-taxable basis. The types of moving and related travel expenses which are eligible for payment or reimbursement will be determined in accordance with IRS guidelines , unless specifically modified by the College elsewhere in this policy statement.
The total of payments or reimbursements that may be made to an individual with College funds, including travel expenses is at the discretion of the President or appropriate Vice President, but is limited to no more than ten percent (10%) of the starting base salary authorized for the position, not to exceed $5,000.
Expenses associated with the transportation of household goods and personal effects from the prior residence to the new residence are eligible as moving expenses, including costs of packing, shipping and unloading.
Expenses of traveling from the former residence to the first new place of residence are reimbursable as moving expenses. The actual costs of transportation and lodging incurred en route are eligible. Mileage reimbursements will be made based on IRS guidelines. Travel expenses are limited to one trip per family member.
Payments may be made to an incoming College employee to assist the employee in paying for one house-hunting trip. These expenses cannot be made as nontaxable payments or reimbursements of moving expenses under IRS guidelines and will be treated as taxable compensation to the employee and must be paid by utilizing the payroll system.
Travel expenses related to side-trips or vacation stops on the way from the former residence to the new residence will not be reimbursed.
Expenses incurred for the relocation of a laboratory, library, scholarly collection or research equipment may be approved by the President and will not be considered household goods or personal effects to the extent that these items are relocated to College premises. These expenses are considered ordinary and necessary business expenses of the College and will not be subject to the stated dollar limitations.
Nonresident aliens who receive moving expenses reimbursements must provide the College with the proper documentation of visa status and work authorization prior to authorization of payment or reimbursement.
Employees who work on a schedule of at least 32 hours per week and who have one year of service are eligible for adoption assistance. Up to $2,000 of expenses incurred in the process of adopting a child can be reimbursed through the plan. The application form is available in Human Resources.
The Saint Mary's College Assistance Plan is a confidential, professional service designed to help College faculty and staff in times of personal crisis. The program uses the services of an outside mental health agency to assist in identification and treatment of emotional, financial, legal, alcohol, drug, or family related problems. The College Assistance Plan is available to all full time College faculty, staff and their families.
For further information on this program, contact the Human Resources office at 284-4542.
The Morrissey Loan Fund advances loans to employees. Further information on the fund is available from the Controller in the Business Office.
Regular full-time and part-time employees scheduled to work at least 16 hours per week are eligible to enroll in a Medical Expense and/or Dependent Care Reimbursement Fund. These programs allow employees to direct pre-tax dollars into a fund to reimburse themselves for expenses incurred for medical and/or dependent care. The tax savings realized will vary among employees, dependent upon income level, tax bracket and filing status. IRS regulations require that money directed into the account each year must be used for expenses incurred in that year. Since employees have the advantage of putting pre-tax dollars into the account, the IRS requires that employees bear some risk in planning. As a result, any money left in the account at the end of the year is forfeited. Enrollment forms and additional information is available in the Human Resources Department.
Employees are required to park in an authorized area. Parking tags are required and can be obtained without charge from the Security Department. To obtain the tag, the employee must possess a valid driver's license and vehicle liability insurance.
Borrowing or using College equipment on or off campus for personal use is not permitted.
Regular full time and part time Saint Mary's faculty and staff are issued identification cards and name badges. These items are useful in obtaining services through the College and are an aid in providing security. The card should be carried whenever the employee is on College property. Some departments require that your ID is visible while working. Your supervisor will advise you if this policy applies to you.
ID cards and name badges must be returned to the Human Resources Department when an employee terminates service with the College.
To protect the security of College equipment and insure the integrity of the lock system, keys should not be copied or loaned. If a key is lost or found, report it to your supervisor and to the Maintenance and Security Departments. All keys must be returned prior to final clearance from the College. There will be a charge for all lost keys not returned at termination. In the event that the loss of keys requires changing the locks of a building or a section of a building, the cost of the locks and new keys must be reimbursed to the College by the employee.
Employees may not directly supervise or have administrative control over a member of their immediate family. Members of the immediate family include: spouse, parents, children, brothers, sisters, sons in law, daughters in law, mothers in law, fathers in-law, uncles, aunts, nieces, and nephews.
Due to potential safety considerations and the disruption of work, employees are requested not to bring their children to the campus while they are working. However, on the rare occasion that it becomes necessary for a parent to bring her/his child/children to work, said child/children should be properly supervised at all times.
In emergencies, personal telephone calls may be made during office hours but should be of reasonable length. Personal telephone calls that are received during office hours should be limited. Personal long distance calls may not be made on College telephones. Pay telephones are available in several locations for this purpose.
It is College policy that all full-time work schedules (except Security) must include at least a one-half hour lunch break. The only exceptions to this policy are when an individual is attending class in lieu of her/his lunch break or the occasional emergencies when individuals are required to work so that a job can be completed by a deadline. These latter exceptions must be approved by the employee’s Vice President who should inform the Human Resources Department of arrangements made. All other employees are expected to take either a one-half or one hour lunch break.
A commercial travel agency is located on campus. Employees are required to use this agency to plan business trips if the airline tickets are to be prepaid through the department. Return to Table of Contents
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Employees may use the health service facility in Holy Cross Hall for emergency treatment needed while the employee is on campus. The Health and Wellness Services Department cannot provide routine medical services due to limitations of staff and facilities.
The Saint Mary's College Bookstore is located in the Student Center. Employees are entitled to a 20% discount on most items. Textbooks are not included as a discount item. A family member accompanied by the employee may also receive the discount. Employees are also eligible for a discount on most items at the University of Notre Dame’s bookstore.
United Parcel Service is available to employees through the Bookstore.
Staff members may cash personal checks at the Business Office cashier's window, provided that proper identification is presented. The hours of operation are posted at the Cashier's window. Issuance of checks without sufficient funds will result in a loss of this privilege and the employee will be required to pay for the processing of insufficient fund checks.
Employees should report all status changes to the Human Resources Department. Changes such as a new address and/or telephone number, change in marital status, or additional education, should be reported.
Articles lost or found on the campus should be promptly reported to the Security Department.
Employees can use the library facilities of the College as well as the library facilities at the University of Notre Dame by presenting a valid identification card.
Employees are eligible to use the facilities of the Dining Hall or Cyber Cafe. “MUNCH MONEY” can be purchased through the Dining Hall. By purchasing MUNCH MONEY, an employee’s identification card will be coded with a declining balance account that entitles the employee to a 25% discount on "through the line" prices. Meals may also be purchased individually.
The Angela Athletic Facility is available for use by employees. The facility has courts for basketball, volleyball, racquetball and tennis. Reservations are required for use of the courts. It also has an indoor running area and a special area reserved for weight lifting and gymnastics. The Athletics and Recreation Department can be contacted to obtain identification cards for family members. The Athletic Facility is closed during all break periods. Eligibility for the use of facilities at the University of Notre Dame is governed by the University. Employees must check with officials on that campus regarding availability and/or discounts.
The College sponsors concerts, lectures and plays throughout the year. Special ticket prices are available to employees. Identification is necessary to purchase tickets at the special price and there is a limit of two tickets per ID.
Children of Saint Mary's staff are eligible for enrollment in the Early Childhood Development Center. Grandchildren, nieces and nephews are not eligible to participate.
The Center provides a practicum experience for students majoring in education, nursing and psychology. All members of the teaching staff have undergraduate degrees and some have advanced schooling in the field.
Employees interested in the cost to enroll as well as the various schedules available should contact ECDC directly.
Both the 1st Source Bank and the Notre Dame Credit Union have banking facilities on campus. The 1st Source Bank is located in Student Center and the Credit Union branch office is located in the convent side of Holy Cross Hall. Contact either facility for account information and benefits of participation.
The campus Post Office is located on the ground level of Holy Cross Hall. It offers the services of stamp and mail order purchases, mail registry, and parcel post services.
As a general rule, in the event of serious illness or the death of an employee or a member of her/his family, only one remembrance is to be charged to College budget accounts. This program shall be administered through the Office of the President. Individuals receiving notification of such an occurrence should promptly notify the Office of the President. When reporting, please indicate as much detail about the situation as possible, including hospital location, funeral arrangements, or requests for memorial gifts in lieu of flowers.
Departments or offices are not to purchase flowers or memorial gifts from College departmental or office budget accounts. Administrators may choose to take up a collection for a gift for an ill or deceased colleague.
a. Advance Approval - All College related travel requires an Employee Travel Expense Report form indicating advance approval by the appropriate department supervisor prior to the travel date. Any exceptions to this rule need prior written approval of the division Vice President, the President or the Vice President or the Vice President for Finance & Administration.
b. Transportation (also see Vehicle Usage Policy) - Travelers are encouraged to compare all of the costs associated with each mode of transportation and select the one that is the most cost effective. While traveling on College business in any vehicle the driver and passengers must comply with all applicable laws, including the wearing of seat belts. Travelers should also avoid the use of cell phones while driving.
Authorized College drivers are defined as those persons, at least 18 years of age, including all College authorized officers, members of the Board of Trustees, faculty, staff, students or volunteers from the using department. Drivers using leased vehicles must be at least 21 years of age; drivers using vans and buses must be at least 25 years of age.
Drivers of College vehicles are required to have a current, valid Indiana or other State driver's license, with no suspensions. Drivers of buses must have a commercial driver's license (CDL). A photocopy of the valid driver's license is retained by the Purchasing Department. Driving records of all drivers of College use vehicles are subject to verification by the College through State Departments of Motor Vehicles.
College gas credit cards should be used for fuel whenever possible because the College is exempt from the gasoline tax and the gas companies affiliated with the College automatically deduct the gasoline tax from the monthly invoice. Also, the number of gallons purchased must be recorded on the charge slip for the College to be exempt from the gasoline tax. College procurement cards should only be used for gasoline, when a gas company for which the College has a credit card is not available.
1) College Vehicles - Individuals traveling for the College may consider the use of certain College owned, Department controlled, vehicles for College business, when appropriate and when available. Admission has a small automobile, and Athletics has one minibus limited to 14 passengers. These vehicles may be made available when not in use by the controlling departments. There is no charge for such use other than the cost of gasoline used. The vehicles must be returned with replacement gasoline and with clean interiors free of debris. Use of College vehicles is restricted to neighboring Midwestern states.
2) Rented Vehicles – Travelers may be reimbursed for a rented vehicle and for gasoline purchases while on official College business. College guidelines do not provide for reimbursement for luxury vehicles. The College has contracted with Enterprise for the rental of automobiles and vans. The College has a business account with Enterprise and receives discounts on all rentals. The Purchasing Department should be contacted to arrange for the rental vehicle. Rentals obtained through the Purchasing Department should be noted as a "College Vehicle" on the Travel Expense Report.
Travelers using commercial transportation (i.e., air, train or bus) may be reimbursed for a rented vehicle and for gasoline purchases while on official College business in conjunction with the commercial transportation. Prior approval of your division Vice President, the President or the Vice President for Finance and Administration is required.
3) Personal Vehicles - Personal vehicles can be used if College vehicles are not available for a particular trip or with prior written approval of your divisional Vice President. A traveler who uses a personal vehicle will be reimbursed at 80% of the authorized current federal rate, which will be updated annually, for the actual driving distance.
4) Airfare - Travelers may be reimbursed for the lowest, non-stop coach class airfare and are encouraged to take advantage of advance reservation discounts. Travelers are also encouraged to consider discounts for extending the trip to include a Saturday night stay. The cost of additional meals and lodging resulting from the extended stay, however, must be weighed against the savings realized from the discounted airfare. The traveler should include a statement regarding the cost comparison and potential for savings by extending the trip. Airline tickets may be prepaid through the department, if the arrangements are made through the on-campus travel office.
5). Ground Transportation to/from Airports – A traveler using a personal vehicle maybe reimbursed for the mileage to/from the air terminal, but the reimbursement may not exceed the mileage using the workplace as the point of departure/return. Airport parking charges are a reimbursable expense. If the traveler is not able to leave his/her vehicle at the airport, mileage for two round-trips will be reimbursed for the traveler’s drop-off and pick-up, along with reasonable short-term parking charges.
6) Other Transportation Expenses – For travel between business locations, travelers are encouraged to choose the most cost effective means of ground transportation available and will be reimbursed for shuttles, taxis, local mass transit and reasonable charges for limousine services based on comparable modes of transportation. Other reimbursable transportation expenses include parking, bridge, highway, and tunnel tolls.
c. Travel Meals
1) Reimbursable Meals - Meals incurred while traveling on College business will be reimbursed to the traveler on a per diem basis only when overnight travel takes place at a rate based on the Federal Standard Meal Allowance. Contact the Accounts Payable Department for current rates. Tips and gratuities must be covered with the per diem funds. Meals that are included in a conference fee are not reimbursable.
2) Non-Reimbursable Meals - When the business travel does not include an overnight stay and a traveler’s meal does not qualify as a “Business Meal” (see below), the meal is defined by the IRS as “personal.” Personal meals do not qualify for reimbursement under these guidelines.
d. Business Meals - Business meals, entertainment and other business-related expenses that occur during travel will be reimbursed at the actual cost provided that: 1) the expense was incurred as part of ordinary and necessary College business; 2) the expenditure was not lavish or extravagant; and 3) there was a substantial business discussion during, directly before, or directly after the meal or event. These meals or events must include at least one non-College employee to be considered business-related. The traveler must include the following documentation: 1) the original itemized receipt; 2) names and affiliations of attendees; and 3) the business purpose of the meeting meal or event. If a business meal is claimed, then the traveler will not be reimbursed the per diem for that particular meal.
e. Lodging - Travelers will be reimbursed at the actual reasonable single room rate, including applicable taxes, for College business that is conducted more than 50 miles from campus. The appropriate supervisor determines reasonableness of the lodging rates. If the traveler is attending a conference, it is appropriate to stay at the hotel that is hosting the conference. If the hotel requires prior financial commitment (e.g., prepayment for one night or credit card guarantee), the traveler is responsible for notifying the hotel of a cancellation and will not be reimbursed for the penalty, if he/she fails to make the cancellation notification. The traveler’s supervisor may approve an exception if the failure to notify the hotel of the cancellation is due to extenuating circumstances beyond the traveler’s control.
f. Other Reimbursable Expenses - Travelers may also be reimbursed for actual reasonable telephone, fax, copying, computer connection, and other business costs. Registration fees necessary to attend a conference or meeting are also reimbursable. The College will reimburse the cost of one personal call home for each night away from home on College travel. The length of personal calls should be reasonable.
g. Non-reimbursable Items - Personal expenses will not be reimbursed by the College and should not be reported on the Travel Expense Report. Non-reimbursable items include (but are not limited to):
1) Alcoholic beverages
2) Personal entertainment expenses (e.g., airline headsets, movies, tours, sporting events)
3) Traffic fines, parking tickets and court costs
4) Lost and overweight baggage
5) Personal auto repairs, personal credit card annual fees, personal telephone charges
6) Insurance for rental vehicles
7) Medical expenses
8) Additional life insurance
h. Prepayments and Cash Advances - Travel advances should be requested using the Employee Travel Expense Report form at least two (2) weeks prior to the date when an advance is needed. The maximum amount of an advance will be $200 per trip. The advance check is written the Thursday closest to the date of departure. Purchase Orders, College credit cards, check requests or personal credit cards should be used to reserve hotel rooms and to pay for registration fees. Some states waive the state tax on the room charge for not-for-profit organizations. A separate tax exempt form pertaining to the College may be needed and can be obtained from the Business Office. Reimbursement for use of a personal car will be made after the trip when the actual expense report is completed and should not be requested as part of an advance.
i. Reporting and Documentation of Expenses - The traveler may request reimbursement for travel-related expenses by completing the Employee Travel Expense Report. The Employee Travel Expense Report should be forwarded to the signature authority for the account being charged or the traveler’s supervisor for their review, approval and signature. The approved Employee Travel Expense Report should be submitted to the Accounts Payable Office within ten (10) business days of the completion date of the trip.
The following documentation is required to substantiate expenses for reimbursement:
1) Air/Rail/Bus – Original passenger receipt or e-ticket printout
2) Lodging – Original itemized hotel bill (including telephone calls) providing proof of payment
3) Car Rental – Original rental agreement providing proof of payment
4) Business Meals/Entertainment - Original receipt plus names of the individuals present, business affiliations, business purpose of the meal meeting and the date/place of the meeting
5) Travel Meals (per diem) – No receipts required
6) Conference/Registration Fee (if not prepaid) – Original receipt showing proof of payment
7) Travel expenses (other than the above) - Exceeding $25 per expenditure require receipts
Claims for reimbursement of expenses not covered by these guidelines or exceptions will be returned to the traveler. Upon written recommendation of the traveler’s division Vice President and appropriate justification, the President (or his/her designee) has the sole authority to approve reimbursements not covered by or exceptions to this policy.
j. College Issued Cell Phones - A College issued cell phone is to be used for College business only. Employees have an obligation to use College issued cell phones in a responsible, informed and safe manner and observe all applicable laws or regulations. Employees using College issued cell phones are responsible for securing them. Losses shall be reported immediately to the Director of Purchasing. Employees may be held liable for lost, stolen or damaged College issued cell phone equipment. Using a College issued cell phone while operating a motor vehicle is prohibited. Employees should move their vehicle from the traveled portion of the roadway when using their cell phone.
The purpose of check requests is to provide for payment of non-recurring minor expenses where a purchase order is not appropriate and the amount is in excess of $100. Check requests are normally used as direct payment for hotels, registration fees, subscriptions,honoraria, consulting fees, contracted entertainment fees, and required prepayments. Check request forms must include an address. Payments to individuals for services must include the payee’s social security number according to Internal Revenue Service requirements. Sales taxes will not be paid, so the purchaser should obtain the College’s tax exempt number from Purchasing prior to making the purchase.
Check request forms are available in the Business Office and require the approval of the appropriate account manager. Requests for amounts in excess of $500 require the approval of the President or Division Vice President. The request must include receipts or other substantiating documentation and be submitted to the Business Office by Wednesday noon for payment on Thursday. Check requests should not be used for vendor invoices.
The use of College credit cards outside of the procurement card process is limited. These cards may only be used for college related travel or entertainment expenses. No personal items or departmental material purchases may be made unless required due to extraordinary circumstances, ie. purchasing materials at an out-of- town conference. Travel related expenses by college credit cards should be reported on the travel report form under the Direct SMC Payment column. Credit Card receipts must be included with the travel report and include approval from the Account Manager. The receipt and charge slip must be forwarded to the Business Office immediately, indicating the account to be charged and the approval of the account manager. The name of all guests and the nature of the business meeting must accompany meal charges.
No College assets may be donated to external not-for-profit entities without the express written prior approval of the President’s Cabinet.
College funds may be used to pay memberships in civic organizations under the following guidelines:
- Only one College employee will be reimbursed for any membership in a service organization without President’s Cabinet approval.
- Membership in the organization must reflect favorably on the College and must directly benefit the College or the individual in the performance of his/her duties.
- Where appropriate, the membership should be in the name of the College rather than in that of the employee.
Requests to the President’s Cabinet for donations or memberships may be made at any time but are requested during the month of May for the following fiscal year.
All purchases of supplies, equipment, and services necessary for the operation of the College
must be made through the Purchasing Department. The Purchasing Department is the sole authority for committing funds for such purchases.
The College will not be bound by commitments made outside the purchasing process other than those approved as petty cash or check request expenditures. Employees who falsely represent themselves as having such authority may be liable for the payment to the vendor.
Hospitality expenses are defined as the furnishing of food and beverages to employees and guests with the intent to advance the interests of the College.
Hospitality expenses must always meet the following standards:
b. Appropriate to the occasion;
d . Serve a bona fide college purpose;
e . Have the approval of the account manager.
Account managers may approve hospitality expenses that fall into the following descriptions:
a. Expenses relating to the recruitment of faculty, staff or students, including search and screen committees;
b. Official or ceremonial functions of the College including departmental, divisional and campus-wide committee meetings;
c. Receptions for which the primary purpose is the attendance and benefit of a group of students or potential students;
d. Official business of the Board of Trustees;
e. The President and Vice-Presidents may approve other hospitality expenditures.
Account managers may not purchase flowers or other gifts from their public relations account for:
a. Births of faculty or staff members’ babies;
- Exception: A retirement gift may be purchased for employees with 25 years or more of consecutive full-time employment at Saint Mary's College. The purchase of the gift must be approved by the appropriate Vice President.
e. Other special occasions;
f. Except that the President may approve the purchase of flowers or gifts from the President’s office account.
Competitive bids must be obtained for all purchases over $1,000 and all capital purchases.. A purchase order will not be issued without evidence of such bids. All capital purchases must have a purchase order.
A capital purchase is defined as follows:
a. Any purchase exceeding $5,000;
b. With a useful life of over 1 year;
c. Funded through the plant fund;
d. Approved by the Board of Trustees;
e. or, unbudgeted or reallocated capital purchases.
The use of consortia agreements and negotiated contracts which were the result of a competitive bidding process will be exempted from this requirement.
A sole source justification may be prepared to be reviewed by the Director of Purchasing. This justification must be submitted or a sole source will not be considered. Proprietary software and equipment may qualify for sole source exemption.
Items which have been included under a standards program for technology or furnishings which are only available from a single source are exempted from this requirement. A standards program may only be established with the approval of the Director of Purchasing.
Competitive bids may be obtained by utilization of a Request for Proposal, Invitation to Bid or Request for Information. If assistance is needed with this process, consult the Purchasing Department.
All contracts which result from these requests must be submitted for review by the Vice President for Finance and Administration.
The Procurement Card may be obtained through the Director of Purchasing. Cardholders shall be approved by the department head, division VP and the Director of Purchasing. This program is governed by the Saint Mary's College Procurement Card User Guide approved by the Administrative Council in March of 2003. Cardholders not following these policies may have their cards revoked.
The cardholder shall be responsible for submitting a reconciliation sheet with receipts attached each month to the Business Office. This reconciliation sheet must be signed by the cardholder’s supervisor. The cardholder is also responsible for assigning appropriate budget account numbers to purchases through the on-line software program.
The Procurement Card may only be used by the individual whose name appears on the card. Cards and card numbers must be safeguarded against unauthorized use by individuals within and outside the College.
The cardholder is responsible for the propriety of all charges made to their assigned card and may not assign a card or card number to an unauthorized person. Certain commodities where college-wide agreements exist, must be purchased through contract suppliers (e.g. office supplies).
Travel related expenses on procurement cards should be reported on the travel report form under the Direct SMC Payment column. Receipts must be included with the travel report and include approval from the Account Manager. The approved travel report must be forwarded to the Business Office immediately upon completion of the trip. The cardholder shall also be responsible for submitting a reconciliation sheet with a copy of the memo statement attached, indicating the trip for each charge, each month to the Business Office. This reconciliation sheet must be signed by the cardholder’s supervisor. The cardholder is also responsible for assigning appropriate budget account numbers to purchases through the on-line software program.
NOTE: Since the Procurement Card is paid directly by the College; it is to be used only for College expenses. Use of the Procurement Card for personal expenses is strictly prohibited and may result in disciplinary action, per the Cardholder Agreement.
It is sometimes possible when working with a number of people from different backgrounds that conflicts may occur which require a formal procedure for resolution. The following guidelines have been created to resolve conflicts.
Step 1 (Within a Department)
An employee should discuss a complaint or problem with her/his immediate supervisor within five (5) working days after the incident requiring resolution. The supervisor will review the facts of the situation and render within five (5) working days a decision on the proper resolution of the problem.
Note: Step 1 may need to occur more than once. As an example, if the employee with the problem goes through the process of Step 1 with her/his supervisor but the situation is not resolved through this process, the step should again be utilized with the departmental director.
Step 2 (Within a Division)
If the situation is not resolved by the procedure outlined in Step 1, the employee may request a meeting with her/his supervisor and the head of the employee's division. This request should be made within five (5) working days after the decision referred to in Step 1. If the department director desires, the Director of Human Resources may be asked to join the group. The parties involved in this step will jointly review the facts of the situation and the Division director will issue, within ten (10) working days, a decision either to affirm or modify the ruling of the immediate supervisor in Step 1.
Step 3 (Review within the Division)
After the decision of the Division Director, if either the employee or the supervisor believes that the matter is not resolved, the Director of Human Resources should be notified within five (5) working days. The Director of Human Resources will schedule a meeting of all the parties involved in the dispute for the purpose of mediating a final solution. The employee may also bring one other employee to the meeting, if needed, to explain the problem, to support the facts of the matter or to serve as a spokesperson for the employee. The Director of Human Resources will attempt to mediate the situation and find common ground for a resolution to the situation.
Step 4 (Final Review)
If the problem is still not resolved in a satisfactory manner, either the employee or the immediate supervisor may request that the Director of Human Resources refer the dispute to the President of the College for a final decision. The Director of Human Resources may submit a written recommendation for solving the dispute at the same time. The decision of the President is final and binding on all parties concerned.