Benefits
NEW EMPLOYEE BENEFITS SESSIONS AND REMOTE PROCESSING
Benefits Sessions and Remote Processing Packets are designed to educate those newly eligible for WVU benefits about the University’s numerous benefit options and make enrolling in them as convenient and easy as possible. For more information, please visit the New Employee Benefits Sessions and Remote Processing web page.
If you have questions about processing remotely, or to schedule an in-depth Benefits Session please contact Benefits Administration at (304) 293-5700 ext. 4 or Benefits@mail.wvu.edu.
BENEFITS OPEN ENROLLMENT
Open Enrollment is an annual process that affords you the opportunity to review your benefits, enroll in benefit plans or make changes to your existing coverage. Open Enrollment is conducted in the spring of each year.
INSURANCE PLANS
West Virginia University provides an extremely competitive benefits package to its benefits-eligible employees. The benefits, programs, and services offered are a sizable amount of an employee’s overall compensation and important factors in encouraging a healthy work-life balance at WVU. Please visit the Insurance Plans web page for more information, or contact Benefits Administration at (304) 293-5700 ext. 4 or at Benefits@mail.wvu.edu.
RETIREMENT
WVU strives to provide employees with as many options as possible to maximize their retirement savings opportunities. To build even higher income for their retirement years, employees can make additional contributions to the Supplemental Retirement Plans. An employee’s employment at WVU is covered by Social Security, so Social Security benefits also may be part of your retirement income. Retiree health insurance is also available to those who meet the minimum retirement eligibility guidelines. For more information, please visit the Retirement web page or you can contact Benefits Administration at (304) 293-5700 ext. 4 or at Benefits@mail.wvu.edu.
WVU RETIREES ASSOCIATION
The WVU Retirees Association focuses on providing opportunities for the membership to remain involved with the University community and with other retirees through activities such as programs, interest groups, travel, volunteerism, health and financial seminars, and cultural and social events. For more information, please visit the WVU Retirees Association web page.
CARE@WORK
WVU has partnered with Care.com, a national organization of caregivers, to bring employees and members of the WVU Retirees Association Care@Work memberships at no cost. Eligible employees will have access to care for every member of their family, no matter where they are nationwide, simply by signing up with their official WVU e-mail address. For more information, visit the Benefits Administration web page for Care.com.
PROGRAMS, SERVICES, AND DISCOUNTS
WVU is proud to offer programs, services, and discounts that benefit employees, their families and the community. Eligibility may vary by program, service and discount.
WVU does not guarantee the quality of goods or services provided by participating vendors.
For more information, please visit the Programs, Services, and Discounts web page.
EMPLOYEE LEAVE
Below, you will find basic information on employee leave. WVU BOG Talent and Culture Rule 3.5 – Employee Leave is the authority regarding the types of leave listed below. You may also contact Benefits Administration at (304) 293-5700 ext. 4 or at Leave@mail.wvu.edu for more information.
To request leave, all leave eligible employees are required to use the Applaud system, which can be located by logging in to portal.wvu.edu.
Eligibility for Annual Leave & Sick Leave
A classified employee in a position established to work on a regular and continuing basis for at least 1,040 hours over a minimum of nine (9) consecutive months within a twelve (12) month period is eligible to earn annual and sick leave.
A classified employee in a position established to work less than 1,040 hours, or less than a minimum of nine (9) consecutive months within a twelve (12) month period is not eligible to earn annual or sick leave.
Annual Leave
Classified employees in eligible positions established to work twelve (12) months, at 1.00 FTE are eligible to accrue annual leave as follows:
| Years of Service | Hours Accrued Per Month | Days Accrued Per Month | Maximum Days Accrued Per Year |
|---|---|---|---|
| Less than 5 | 9.375 | 1.25 | 15.00 |
| 5 to less than 10 | 11.250 | 1.50 | 18.00 |
| 10 to less than 15 | 13.125 | 1.75 | 21.00 |
| 15 or more | 15.00 | 2.00 | 24.00 |
Classified employees in eligible positions established to work less than twelve (12) months, and/or less than 1.00 FTE shall accrue annual leave on a pro-rated basis.
Use of annual leave must be approved in advance by your supervisor, and it cannot be used before it has been accrued and credited to your leave balance.
Sick Leave
Classified employees in eligible positions established to work twelve (12) months, at 1.00 FTE are eligible to accrue sick leave as follows:
| Hours Accrued Per Month | Days Accrued Per Month | Maximum Days Accrued Per Year |
|---|---|---|
| 11.25 | 1.5 | 18.00 |
Classified employees in eligible positions established to work less than twelve (12) months, and/or less than 1.00 FTE shall accrue sick leave on a pro-rated basis.
Sick leave cannot be used before it has been accrued and credited to your leave balance.
Funeral Leave
If you are an employee eligible to earn sick leave, you may be able to charge up to five (5) days of sick leave as funeral leave. Funeral leave is intended to provide you with time to arrange for and attend the funeral and related services of an immediate family member, including travel time. Additional time necessary to meet the obligations outlined above shall be charged to annual leave.
Funeral leave is not provided for estate legal obligations and/or an extended bereavement period. Annual leave may be requested for these purposes.
Personal Leave of Absence without Pay
An employee, upon application in writing and upon written approval by the President or his/her designee, may be granted a continuous leave of absence without pay for a period of time not to exceed twelve (12) consecutive months, provided all accrued annual leave has been exhausted.
Special Emergency Leave with Pay
Special emergency leave with pay may be granted by the president of the institution or his/her designee to full-time employees in the event of extreme misfortune to the employee or the immediate family. The leave should be the minimum necessary, and in no case may it exceed five (5) days within any twelve (12) consecutive month period. Typical events which may qualify an employee for such leave are fire, flood, or other events (other than personal illness or injury, serious illness or death in the immediate family) of a nature requiring emergency attention by the employee.
MILITARY LEAVE
Military Leave
An employee who is a member of the National Guard or any reserve component of the armed forces of the United States shall be entitled to and shall receive a leave of absence without loss of pay, status, or efficiency rating, for all days in which engaged in drills or parades, field service or active service to the State ordered by proper authority, or for field training or active service for the maximum period as provided by state and/or federal law.
The term "without loss of pay" shall mean that the employee shall continue to receive normal salary or compensation, notwithstanding the fact that such employee may receive other compensation from federal sources during the same period. Furthermore, such leave of absence shall be considered as time worked in computing seniority, eligibility for salary increases, credit for years of service, and experience with the institution. An employee shall be required to submit an order or statement from the appropriate military officer in support of the request for such military leave unless military necessity prevents giving of such notice.
For additional information regarding military leave please review WVU BOG Talent and Culture Rule 3.5 – Employee Leave and WVU-HR-29 – Military Leave Policy or contact Employee Relations at (304) 293-5700 ext. 5 or EmployeeRelations@mail.wvu.edu.
Military Family Leave Entitlements
Eligible employees with a spouse, son, daughter, or parent on active duty or called to active duty status in the National Guard or Reserves in support of a contingency operation may use their twelve (12) weeks of Family Medical Leave Act (FMLA) entitlement to address certain qualifying exigencies. Qualifying exigencies may include attending certain military events, arranging for alternative childcare, addressing certain financial and legal arrangements, attending certain counseling sessions, and attending post-deployment reintegration briefings.
FMLA also includes a special leave entitlement that permits eligible employees to take up to twenty-six (26) weeks of leave to care for a covered service member during a single twelve (12) month period. A covered service member is a current member of the Armed Forces, including a member of the National Guard or Reserves, who has a serious injury or illness incurred in the line of duty on active duty that may render the service member medically unfit to perform his or her duties for which the service member is undergoing medical treatment, recuperation, or therapy; or is in outpatient status; or is on the temporary disability retired list.
If you have questions or concerns regarding military family leave entitlements please review WVU-HRAP 2.1 – Family Medical Leave Act (FMLA) or contact Employee Relations at (304) 293-5700 ext. 5 or EmployeeRelations@mail.wvu.edu.
WORK RELEASE
In addition to various types of leave, the University also offers a number of work release programs. Specific details regarding eligibility for each program can be found in the WVU-HR Work Release Procedure. Here is a list of the various work release programs:
- Employee Education
- Blood Product Donation
- Disaster Services
- Grievance
- Attendance at the WV State Legislature
- Jury Duty/Witness
- Interviewing
- Training Workshops
- New Employee Benefits Session
- Participation on University Committees
- Faculty & Staff Assistance Program (FSAP)
If you have questions regarding one of the work release programs, please contact Employee Relations at (304) 293-5700 ext.5 or at EmployeeRelations@mail.wvu.edu.
HOLIDAYS
WVU BOG Talent and Culture Rule 3.6 – Holidays outlines the process used to determine the University’s holiday schedule. Generally, the number of full holidays is twelve (12), plus additional days for any election day (primary or general) held throughout the State. For additional information, please review the following resources:
Guidelines for Handling and Processing Compensation for Working on a Holiday
INCLEMENT WEATHER & EMERGENCY CLOSURE
For full-time regular, classified employees work time lost during a declared inclement weather/emergency closure period will be considered regular work time for pay purposes and will not require time be charged to leave, nor will there be a requirement that the time be made up. The following resources provide additional information regarding inclement weather/emergency closures:
WVU BOG Talent and Culture Rule 3.5 – Employee Leave
WVU Pay Practices for Inclement Weather/Emergency Closures
FACILITY/UTILITY DISRUPTIONS
When extended facility/utility disruptions occur, your supervisor may make arrangements for you to work at alternate work locations or on different schedules in order to continue operations. You may also be temporarily reassigned to work in different units until normal operations can resume.
If it is determined that options for alternate work sites, schedules, or units are not available, you may be released from work duties and required to charge accumulated annual or compensatory/substitute leave for the duration of the facility/utility disruption. You will be required to report back to work as scheduled upon notification of reassignment or reopening of the facility/building.
For more information, please review WVU BOG Talent and Culture Rule 3.5 – Employee Leave and WVU-HR-13 – Facility/Utility Disruption Policy or you can contact Employee Relations at (304) 293-5700 ext. 5 or at EmployeeRelations@mail.wvu.edu.
EMPLOYEE WELLNESS
Talent and Culture is committed to supporting your wellness efforts by making it easier for you to learn about and use the resources available to you. For more information, please visit the Employee Wellness web page or e-mail EmployeeWellness@mail.wvu.edu.
UNEMPLOYMENT COMPENSATION
Unemployment Compensation serves as wage replacement for employees if they experience a job loss. All employees have the right to file a claim for Unemployment Compensation benefits. They should apply for these benefits, or file a claim, at the local unemployment office as soon as they become unemployed. Usually individuals file during the first calendar week after losing a job. Weekly benefits are not paid retroactively (i.e. the sooner one files a claim, the sooner one may become eligible for benefits). Once the claim has been filed, it will be sent by the unemployment office to WVU Medical Management to complete the required WVU employment information.
YEARS OF SERVICE
There are a number of ways to calculate your years of service, and each calculation can have a different methodology. For more information regarding the various methods for calculating your years of service, please visit the Years of Service web page. You may also contact Benefits Administration at (304) 293-5700 ext. 4 or at Benefits@mail.wvu.edu.
AUTHORIZATION FOR RELEASE OF EMPLOYEE BENEFITS INFORMATION
Authorization for Release of Employee Benefits Information allows employees to designate who can discuss their benefits related information with the Benefits Administration staff. Employees can designate multiple people to discuss all their benefits related information or only specific areas.
For more information, please visit the Authorization for Release of Employee Benefits Information web page. You may also contact Benefits Administration at (304) 293-5700 ext. 4 or at Benefits@mail.wvu.edu.