EMPLOYEE POLICIES & BENEFITS PROCEDURES
Employee Policies are maintained by the Office of Human Resources Management (HRM). HRM is dedicated to the enhancement of a quality working environment for employees of LSU.
AFFIRMATIVE ACTION/EQUAL OPPORTUNITYLSU firmly supports the national policy of Affirmative Action/Equal Employment Opportunity, as outlined in the University’s Affirmative Action Plan (PS 01). The University’s policy of equal opportunity is administered without regard to race, color, religion, sex, age, national origin, physical or mental disability, marital status, or veteran’s status. This policy also prohibits sexual and other forms of harassment, in accordance with federal and state laws and regulations.
The University fully embraces equality of opportunity by affirming that it will take affirmative action to ensure that all applicants receive fair consideration for employment and that employees are treated fairly in all employment practices, including recruitment, promotion, selection for training, upgrading, transfer, rates of pay or other forms of compensation, tenure, demotion, layoff, and termination. The Office for Equal Opportunity Programs is responsible for continuing development, implementation, and monitoring of the Affirmative Action Plan, and for implementing auditing and reporting systems that:
Anyone who has questions regarding the University's Affirmation Action/Equal Opportunity Policy should contact the Office for Equal Opportunity Programs, 304 Thomas Boyd Hall, 578-8200.
SEXUAL HARASSMENTConsistent with Title VII and Title IX of the Civil Rights Act of 1964, the University reaffirms and emphasizes its commitment to provide a professional working and learning environment that is fair and responsible; that supports, nurtures, and rewards educational and employment growth on the basis of relevant factors, such as ability and performance; and that is free of discriminatory, inappropriate, and disrespectful conduct or communication. LSU has a responsibility to protect all members of the University community from sexual harassment and to provide the means to remedy such harassment when it occurs.
Individuals (including students) who believe they are being or have been harassed by an employee may report the behavior to any administrator responsible for the unit or directly to the Office of Human Resource Management. Any administrator receiving a report of possible harassment is required to report the complaint to the Office of Human Resource Management, in compliance with PS-73, Sexual Harassment.
When a member of the faculty or academic staff is charged with sexual harassment, the Executive Vice-Chancellor and Provost will be immediately notified and have the responsibility for overseeing the investigation. The Executive Vice-Chancellor and Provost has final responsibility for resolution and disciplinary actions involving members of the faculty or academic staff.
For additional information about sexual harassment and procedures for filing complaints, refer to PS-73 or contact the Office of Human Resource Management, 388-8434.
For information about sexual harassment of students by other students, refer to PS-95, Sexual Harassment of Students, or contact the Dean of Students.
DRUG-FREE WORKPLACE ACT OF 1988
ACCESS TO PERSONNEL RECORDSFaculty members may examine their own personnel records upon written request and within a reasonable period of time not to exceed three working days, from receipt of the request, during which time the custodian of the record or a designated deputy will screen the file for confidential material. Requests for such examination should be submitted to the Office of Human Resource Management, 304 Thomas Boyd Hall (see PS-40, Confidentiality of Personnel Records of University Employees).
COMPENSATIONInformation on compensation is available under the Compensation section of the Office of Human Resource Management web site.
ADDITIONAL COMPENSATION THROUGH THE UNIVERSITYOccasionally, faculty members are asked to assume responsibility for additional duties relatively unrelated to, or independent of, their normal work. When such assignments are clearly not a part of the faculty member’s normal assignment, additional compensation may be permitted. Such additional compensation must be justified on an individual basis and approved prior to the beginning of the assignment. It is the faculty member’s responsibility to monitor the allowable compensation and not to exceed the limit.
Additional compensation through the University is covered in detail in PS-43.
GIFTS AND FAVORSUnder Section 1115 of the State Code of Ethics, no University employee may accept anything of economic value as a gift or favor from any person who does or seeks to do business with the University, whose activities are regulated by the University, or whose interests may be affected by the employee’s performance or nonperformance of duty.
Because changes can be made in benefits programs, we ask that you contact Human Resource Management for the most current provisions, as well as for more detailed information about coverage.
ELIGIBILITY FOR HEALTH AND SUPPLEMENTAL BENEFITSAny active employee of the LSU System is eligible for health insurance provided the following:
EFFECTIVE DATE OF COVERAGETimely Applicant: If you enroll within your first thirty (30) days of full-time employment, with the exception of Long Term Disability and Accidental Death and Dismemberment insurance, all your insurance coverages will be effective the first of the month following your first full calendar month of employment.
DEPENDENT COVERAGEEligible dependents including your legal spouse and your dependent children younger than age 26 are eligible for coverage.
HEALTH INSURANCE BENEFITSThe LSU System offers employees and their eligible dependents financial protection against a wide range of health care expenses resulting from illness or injury. For information on LSU’s Health Insurance options, including LSU First Health Plan administered by Cigna, HMO plan administered by Blue Cross Blue Shield of Louisiana, the PPO plan administered by the Office of Group Benefits, Consumer Drive Health Plan administered by United Healthcare and the Regional HMO plan administered by Vantage, as well as premium rates, please visit the Comparison of Medical Plans webpage at www.lsu.edu/benefits or contact a HRM representative at 578-8200.
Health Insurance Dependent Verification
The HRM Representative must see a certified copy, but will only be required to retain a photocopy of the document. For a list of acceptable dependent verification documents, please visit the Comparison of Medical Plans webpage at www.lsu.edu/benefits.
Health Insurance Vesting at Retirement
Supplemental Insurance Benefits
Membership in a retirement plan is MANDATORY for all employees, except those excluded by law.
Teachers Retirement System of Louisiana (TRSL)
TRSL Eligible Employees
Optional Retirement Plan (ORP)
If you wish to enroll in the ORP, you will have 60 days from your date of hire to enroll retroactive to your original hire date. Please note the decision to participate in the ORP is IRREVOCABLE.
Upon retirement, you are eligible to annuitize the balance in your account. If you meet the retirement eligibility requirements, you will be able to continue the group insurance policies as an ORP retiree.
TEMPORARY/PART-TIME ELIGIBILITYEligibility: Faculty employees with an appointment of two years or less or for less than 50% effort.
SOCIAL SECURITYSocial Security is the nation's basic method of providing a continuing income when family earnings are reduced or stopped because of retirement, disability, or death. If your appointment is considered temporary or part-time for retirement purposes, you will automatically be enrolled into Social Security unless you enroll in one of your other retirement options that are listed below.
Your employee contribution is 6.2% of allowable earned compensation and is tax sheltered. LSU’s share is also 6.2% your salary. You are eligible to receive Social Security benefits once you meet Normal Social Security Retirement Age and contributed a minimum of 40 quarters.
For more information on Social Security, please visit the Benefits webpage at www.lsu.edu/benefits or contact a HRM representative at 225-578-8200.
In lieu or Social Security or Louisiana Deferred Compensation, temporary or part-time employees also have the option of participating in the ORP. For more information on the ORP, please see the Optional Retirement Section under TRSL Eligible Employees. Please note that participation in the ORP as a temporary employee will prohibit participation in TRSL in the event you become TRSL eligible.
LOUISIANA DEFERRED COMPENSATION PLAN (LADC)Louisiana Deferred Compensation is offered to temporary or part-time employees who are not eligible for membership in the regular retirement plan (TRSL) as an alternative to paying into Social Security. As a member of LADC, you, as an employee, and LSU make contributions to be invested in a retirement annuity contract in your name.
Your employee contribution is 7.5% of allowable earned compensation and is tax sheltered. LSU’s contribution is 6.2% of your earned compensation. Your account is immediately vested upon enrollment.
For more information on Louisiana Deferred Compensation eligibility and benefits, please visit the Benefits section of the HRM webpage at www.lsu.edu/benefits or contact a HRM representative at 225-578-8200.
For more information on ORP eligibility and benefits, please visit the Benefits section of the HRM webpage at www.lsu.edu/benefits or contact a HRM representative at 225-578-8200.
RETIREMENT FOR EMPLOYEES ON A J OR F VISAAccording to state and federal laws, as an employee of the LSU System, you must participate in a retirement plan. However, LSU System employees on a J or F Visa are not eligible to participate in a retirement plan unless "substantial presence" has been met. Once an international person meets the Substantial Presence Test, he/she is subject to the same tax laws as a United States citizen.
You will be notified by your Benefits Representative of your retirement options once you have met substantial presence and when your retirement election is due.
TAX-DEFERRED SUPPLEMENTAL RETIREMENT ACCOUNTThe LSU System provides the opportunity for you to participate in tax-deferred supplemental retirement accounts (SRA’s) through payroll deduction. An SRA allows you to set aside a portion of your salary before federal and state income taxes are paid. Your participation is totally voluntary and LSU does not make any contributions on your behalf.
The maximum amount that may be tax-sheltered is determined by federal law and is set by the IRS each calendar year. If you are age 50 or older you may be eligible to contribute an additional amount as described in the “Catch-Up Provision.” For more information on SRA’s, please visit the Benefits section of the HRM webpage at www.lsu.edu/benefits or contact a HRM representative at 225-578-8200.
SICK LEAVESick leave is leave with pay granted employees who are suffering with disabilities as a result of accident, illness, or childbearing that prevents them from performing their usual duties and responsibilities or employees who require medical, dental, or optical consultation or treatment.
Sick leave may be used any time after it is earned. It may not be used for the purpose of child rearing. Sick leave is not accrued while an employee is on sabbatical leave or on leave to obtain an advanced degree. The term of the leave may not extend beyond the period for which support is committed to the position or contract.
Academic employees are required to provide a doctor’s certificate for periods of absence exceeding five consecutive working days. Certificates may be required for shorter time periods when justified. Faculty members accrue leave according to the following schedule, with no limitation on total accumulation. Accrual rates are based on full-time service. Part time academic employees accrue leave in proportion to their percent of effort. See Part II, Chapter III, Section 3-3, of the Bylaws and Regulations of the Board of Supervisors and PS-12.
FAMILY MEDICAL LEAVE ACT (FMLA)The Family and Medical Leave Act of 1993 (FMLA) provides for an eligible employee to take up to 12 work weeks of leave for any one or more of the following:
FMLA leave may be paid annual leave or sick leave, as appropriate, or leave without pay (PS-12). Normally, entitlement must be verified by Human Resource Management prior to the beginning of any FMLA period of leave. Questions pertaining to eligibility for this type of leave should be referred to the Office of Human Resource Management, 304 Thomas Boyd Hall, 578-8200.
MILITARY LEAVEA faculty member who is ordered to duty for training with troops, at field exercises, or for instruction with any branch of the Armed Forces (including the National Guard) for a period not to exceed 15 working days in any one calendar year, is entitled to leave of absence without loss of pay, service, annual leave, or efficiency rating, and when relieved from duty, shall be restored to the position held when ordered to duty. Any portion of military leave that is taken in excess of 15 working days during any calendar year is to be taken as annual leave or leave without pay. See also Part II, Chapter III, Section3-5, of the Bylaws and Regulations of the Board of Supervisors and PS-12.
For information on how your benefits and retirement may be affected during Military Leave, please contact a Benefits Representative at 578-8200.
LEAVE WITHOUT PAYLeave without pay must be requested in writing in advance and may be granted for personal reasons. The duration of this leave may not extend beyond the period of present appointment. During such leave, sick leave or annual leave is not accumulated. While on leave without pay, membership in the University health and supplemental benefit programs may be continued, but the faculty member is responsible for both the employee and employer contributions with the exception of leave approved in accordance with the Family and Medical Leave Act (see section describing the FMLA).
Service before and after leave without pay is credited in the same manner as if the service has been continuous. When leave without pay is granted, the department must hire only a temporary replacement for the position. A request for leave without pay will be considered on its merit by the appropriate department. Factors considered will be business necessity and impairment to public service. Reasons for granting leave without pay may include, but not be limited to:
In special situations, leave without pay may also be granted for temporary employment outside the University when it is in the interest of public service and/or will be beneficial to the University. Holiday payment will not be made for any holiday(s) that intervenes while a faculty member is on leave-without-pay status. Leave without pay may be granted for a period of one year or more for an academic employee, subject to approval of the Board of Supervisors. Refer to PS-12 or contact the Office of Human Resource Management for information.
LSU will maintain the employer contributions for medical insurance for an employee who has been approved for leave without pay under the Family and Medical Leave Act. Faculty members should contact a HRM representative at 578-8200 prior to going on Leave without Pay in order to make arrangements for the continuation of their benefits and retirement.
NONREAPPOINTMENTA term appointment carries no assurance of reappointment, promotion, or tenure; reappointment is made solely at the initiative of the University. The decision to reappoint is based on careful evaluation of the faculty member’s professional performance, the availability of better-qualified persons, current and anticipated needs of the department, the role and scope of the University, and financial circumstances. A decision not to reappoint an individual does not, in itself, carry any implications concerning the employee’s work or conduct.
For detailed information, see PS-36T/NT, as applicable.
TERMINATION FOR CAUSEFaculty members, whether tenured or not, may be dismissed or their appointments may be terminated prior to normal expiration for any conduct that is demonstrably prejudicial to the University. Before termination for cause, faculty members shall be entitled to have the charges against them stated in writing and to request a hearing, according to procedures of due process, before a special committee of the faculty appointed by the Chancellor. If a faculty member does not elect to have a hearing, the Chancellor, before taking action, may provide for a hearing before a special committee of the faculty.
See Article VIII, Sections 4 and 5, of the Bylaws and Regulations of the Board of Supervisors and PS- 36.
PAYMENT UPON SEPARATION
Upon termination of service with LSU, a faculty member will be paid the value of accrued annual leave in a lump sum up to 300 hours. For death in service or retirement from active duty only, eligible employees are paid the value of accrued sick leave up to 200 hours.
PURCHASING SUPPLIES AND EQUIPMENTRequisitions for all materials, supplies, equipment, and services purchased off campus are processed through the Office of Purchasing. Authority to commit University funds from any source (state, federal, or grant funds or student fees) is vested in this office whose responsibility is to obtain prices on all requisitioned items and issue printed purchase orders. In case of an emergency, however, the faculty member may contact the Office of Purchasing and it may be able to waive certain requirements and issue purchase orders by telephone.
Unless specifically authorized by the Office of Purchasing and appropriate administrative offices, employees may not obligate the University for any purchase. Those employees who, without prior approval, incur charges against the University will be held responsible for such charges. Similarly, employees who make purchases with personal funds without prior authority, in expectation of reimbursement from the University, will ordinarily not be reimbursed, regardless of the circumstances.
When items are available on campus from University/ Scientific Stores, purchases are to be made from the Stores. The Stores maintain an inventory of office and janitorial supplies, furniture, laboratory equipment, some computer-related items, and general hardware (including electrical, plumbing, and refrigeration supplies). The Stores also provide a daily pickup service in the Baton Rouge area for miscellaneous nonstock or out-of-stock items that are ordered through the Stores. Scientific Stores also offers help with repairs and deliveries, maintains a cross-referenced library of scientific supply catalogs, and coordinates sales by scientific representatives. Gasoline for University vehicles is to be purchased from the University Service Station.
Personnel affiliated with the LSU Agricultural Center and the Hebert Law Center should obtain purchasing information from the business offices of those institutions.
TRAVEL EXPENSE ACCOUNTSExpense accounts are subject to various limitations that should be understood in advance by the employee who contemplates travel at University expense.
University travel reimbursement regulations are outlined in PM-13, University Travel Regulations, and are subject to periodic revision. The University will not reimburse employees above prescribed limits for lodging, meals, and certain other costs. The agency awarded the state contract for travel services must be used unless an exception has been granted in advance by the Director of Accounting Services. Contact Accounting Services for the current contractor.
Travel expense voucher forms should be completed and submitted immediately upon completion of travel. (Business Office Procedure 20-2 explains the procedure for submission and reimbursement of the travel expenses.)
Travel expenses are to be paid by the employee using the LSU-sponsored Corporate Card, the traveler’s personal credit card, or personal funds. Cash advances for University-reimbursed travel expenses may be obtained by University employees only under circumstances outlined in exceptions provided in PM-13. If a travel voucher has not been filed by the fifteenth of the month following return of the traveler, the amount of the advance may be deducted from the employee’s pay check.