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OCOM
Policy & Procedure
Policy #B008
Proposed
Orlando College of Osteopathic Medicine
Policy Order Number: B008
Effective Date: July 15, 2022
Revised Date:
June 27, 2022
BOARD APPROVED: June 27, 2022
______________________________
Robert T Hasty, DO, FACOI, FACP
Dean & Chief Academic Offi cer
Policy Title: Benefi ts Policy
Policy & Procedure Statement:
This policy sets forth and describes the benefi ts offered to all employees of Orlando Health
Sciences University, including Orlando College of Osteopathic Medicine. The organization
reserves the right to add, modify, or remove benefi t programs at any time and without
advance notice. In the event of any other oral or written description of benefi ts, this policy will
govern.
Defi nition of Full-Time Employees at OHSU and OCOM*
Table 1
*Note: The above hours do not indicate individual employee hour assignments.
Individual employee hour assignments are indicated in the employee’s Employment
Agreement or otherwise as assigned by their supervisor.
Health Insurance
Employee Classifi cation
Minimum Hours/Week to be Determined Full-
Time
Faculty
Minimum of 20 Hours/Week
Non-Faculty
Minimum of 30 Hours/Week
OCOM
Policy & Procedure
Policy #B008
Dental and Vision Insurance
Dental and vision insurance will be available to employees at their expense.
Retirement Plan
Life Insurance
Employer provides 1x the employee base salary up to $250,000 maximum.
Accidental Death and Disability
Employer provides 1x the employee base salary up to $250,000 maximum.
Short-Term and Long-Term Disability
Short and long-term disability insurance will be available for employees. The insurance
agency may offer optional upgrades.
Employee Assistance Program
Health Insurance
Eligibility
All full time employees as determined in Table 1
Employer contribution of premiums
75
%
for employee, 50
%
for differential for
expanded medical (spouse, family, + one, etc)
Automatic Coverage
No. Employee must enroll within 30 days calendar
of employment or during open enrollment or
“qualifying event”
Retirement Plan
Type of retirement plan
401(k)
Vesting
33 1/3% vesting per year of employment
Employer Matching
100
%
for up to fi rst 3
%
of employee gross pay
contribution, 50
%
match for additional employee
gross pay contribution between 4
%
and 7
%
. No
additional match for employee gross pay over 7
%
.
Maximum Employer Match
5%
OCOM
Policy & Procedure
Policy #B008
An Employee Assistance Program (EAP) is offered a resource for all employees that is
confi dential and provides help in dealing with issues that affect the lives of the employees
and those around them.
Parking
Employees are given free parking by permit.
Paid Days Off/Sick Time/Continuing Education/Jury Duty
Full-time OCOM employees receive paid time off according to the following:
Table 2.
PTO allocation is provided in accordance with the ratio of their weekly hourly appointment,
divided by 40, multiplied by the full-time allocation PTO allocation as displayed in Table 2.
For example: A faculty that works 20 hours per week will receive (20/40) x 20 days PTO = 10
days PTO annually.
PTO is accrued in the tracking system as follows:
If hire date is between:
•
July 1 and September 30 - 100
%
of hours are credited to the employee account;
•
October 1 and December 31 - 75
%
of hours are credited to the employee account;
•
January 1 and March 31 - 50
%
of hours are credited to the employee account;
•
April 1 and June 30 – 25
%
of hours are credited to the employee account.
At the beginning of the fi scal year after the employee’s hire date, 25
%
hours of PTO are
credited quarterly on each of the following dates - July 1; October 1; January 1; and April 1
each year.
To encourage flexibility and a healthy work/life balance, an employee may use PTO before it
is earned – thereby creating a negative accrual balance. However, absent extraordinary
circumstances that will be handled on a case-by-case basis, the maximum permitted level of
such a negative accrual at the end of a fi scal year (June 30) is 60 hours. Amounts exceeding
this limit will be recovered through salary deduction as part of the fi rst payroll of the new fi scal
year (generally July 15).
Outstanding negative accruals will be adjusted as part of the fi nal payroll upon an employee’s
separation from OCOM.
Paid Time Off
Sick Time/Flexible
Time Off
Bereavement Paid
Time Off
Continuing Education
Time Off
20 Days (160 Hours)
5 Days (40 Hours)
3 Days
5 Days
OCOM
Policy & Procedure
Policy #B008
Employees are permitted to carry over up a maximum total of 80 hours of PTO.
Employees are only permitted to take a maximum of 30 PTO days (240 hours) in any Fiscal
Year
Positive accrual balances of up to 160 hours will be paid out within 30 days after an
employee’s separation from OCOM. The payout will be calculated at the effective hourly rate
at the time of separation unless payment based on the time at which the accrual balances
were earned is more benefi cial to the employee.
Every full-time employee will be eligible for up to 5 days (40 hours) of Sick Time/Flexible Time
Off each year. There is no accrual of sick time. There is no carryover of sick time. There is no
payout of sick time. Employees may use this time for personal days for mental wellness.
Every full-time employee is eligible for maternity/paternity leave per Family and Medical
Leave Act (FMLA). Employees may use PTO and/or Sick time during maternity/paternity
leave in accordance to the above policies.
PTO and sick time are non-transferable.
All employees are eligible for up to 5 days (40 hours) of professional education each year.
The days must be approved in advance by the supervisor and must have reasonable benefi t
to their job as determined by their supervisor. There is no accrual for professional education
time and there shall be no payment to the employee for any balance of professional
education time.
To encourage employees to fulfi ll their jury duty obligations, OCOM will pay the
difference of the employee’s regular wages in excess of fees paid by the court for up
to fi ve (5) consecutive business days of jury service; provided that the employee has notifi ed
his supervisor within 24 hours of receiving notice of the obligation; and submits
appropriate documentation in a timely manner.
Additionally, any holiday/university closure (inclement weather, winter break) will not count
towards PTO or sick time for any employee, unless that employee was specifi cally scheduled
to work those days as an exception made by their supervisor.
Recognized Holidays/University Closure
1.
Martin Luther King Day
2.
Memorial Day
3.
Independence Day
4.
Labor Day
5.
Thanksgiving Day
6.
Day after Thanksgiving
7.
Christmas Eve through New Year’s Day (paid for work-week days)
Professional Education Reimbursement
Employees may receive reimbursement (maximum eligible reimbursement defi ned in the
table below) for any professional education activities that are approved in advance by the
supervisor and must demonstrate reasonable benefi t to their job as determined by their
OCOM
Policy & Procedure
Policy #B008
supervisor. Receipts must be submitted no later than 30 days after the activity for
reimbursement.
Professional education benefi ts are not transferable. There is not carryover of professional
education benefi ts. There is no payout of professional education benefi ts.
Exceptions to Professional Education Reimbursement
Occasionally, there are conferences or travel-related expenses that are university business
expenses and exempted from the above professional education reimbursement policy. These
exemptions are limited to the following, unless expressly approved by the Board of Trustees:
1.
President or Dean-related expenses that are solely for the purpose of representing
the University/COM.
2.
Recruitment-related expenses and conferences for the recruiter when assigned by
their supervisor.
3.
Visits to hospitals or clinical sites by the Dean or Dean’s designee that are in the
interest of the University/COM at the discretion of the President and/or Dean.
This policy will be posted at ocom.org/policies
Professional Education
Maximum Reimbursement for Professional
Education (includes all license, mandated
continuing education, and membership related
costs/fees)
Up to $3,000/academic year
