To delineate and describe the benefits provided to CWI’s employees.
Applies to all benefit-eligible employees.
Full Time: Employees who regularly work forty (40) or more hours a week and are expected to be employed for at least five (5) continuous months.
Part Time: Employees who work less than forty (40) hours a week on a regular basis.
Part-Time and Benefit-Eligible: Employees who regularly work twenty (20) and thirty-nine (39) hours a week and are expected to be employed for at least five (5) continuous months.
Benefits Eligible: Full-time faculty and staff who work twenty (20) or more hours a week and are expected to be employed for at least five (5) continuous months.
Immediate Family Member: Parents, spouse, domestic partner, parents, grandparents, children, grandchildren, brothers, sisters, parents-in-law, children-in-law, grandchildren-in-law, brothers-in-law, and sisters-in-law.
Serious Health Condition: An illness, injury, impairment, or physical, or mental condition that involves inpatient care, or continuing treatment by a health care provider, including incapacity and treatment on at least one occasion which results in a regimen of continuing treatment under the supervision of the health care provider, pregnancy or prenatal care, chronic conditions that require periodic visits (at least twice a year) for treatment by a health care provider, or permanent or long-term conditions that require multiple treatments.
Depending on job classification and hours worked, in addition to compensation, CWI employees are accorded a number of benefits. At the discretion of CWI, these benefit offerings may be changed or terminated.
Each benefit offering is subject to the specific terms of any applicable benefit plan, insurance policy and/or official resolution of the Board.
Sick leave is provided to benefit-eligible employees in accordance with the following accrual schedule:
| Faculty Contract Length | Sick Accrual Rate per Month on Contract | Total Sick Hours Accrued per Academic Year |
|---|---|---|
| 9 - 9.5 month | 8 | 72 |
| 10 month | 8 | 80 |
| 11 month | 8 | 88 |
| 12 month | 8 | 96 |
Sick leave may be used in the event of the employee’s illness or the illness of an immediate family member as defined above.
Employees should notify their supervisor of the need for sick leave as soon as practical for the employee to do so before the start of the employee’s shift. Employees may be asked to provide documentation showing the necessity of sick leave. Negative sick leave balances are not permitted unless authorized by an appropriate Vice President. Should an employee have a negative sick balance upon separation of employment, CWI may deduct the advanced sick leave from their final paycheck. Employees are not entitled to payment for unused sick leave upon separation of employment.
Vacation leave is provided to all benefit-eligible employees. Vacation leave accrues from the start of employment as described below:
| Non-Exempt Months of Service | Vacation Accrual Rate per Hour Worked | Approx. Total Vacation Days Accrued per Year |
|---|---|---|
| 0-24 | .0577 hours | 15 |
| 25-72 | .0692 hours | 18 |
| More than 72 | .0808 hours | 21 |
Accrued vacation leave may be carried over from year to year. However, vacation leave will only accrue up to a maximum of two-hundred forty (240) hours. When the maximum accrual is reached, no further leave will accrue until the employee uses vacation leave so as to fall below the maximum. Negative vacation leave balances are not permitted unless authorized by the appropriate Vice President. In situations where employees request time off without sufficient accrued vacation leave, the additional time must go through the Unpaid Leave of Absence process set forth below. Upon separation of employment, unused accrued vacation leave will be paid in a lump-sum payment at the employee’s current hourly rate of pay.
Vacation leave accrued by employees whose compensation and benefits are funded by grants or special projects funding may need to be taken each year and not carried into the next fiscal year. In addition, accrued vacation leave paid to these employees upon separation of employment may be limited to those hours accrued during the term of the grant or special projects funding. Each case will be reviewed to ensure alignment with grant compliance and current business conditions.
Vacation leave is to be scheduled in advance and with the consent of the responsible department supervisor. Efforts will be made to accommodate the preference of the employee in vacation scheduling, but first priority will be the orderly functioning of affected departments.
CWI’s leave donation program allows CWI employees to donate vacation, sick, or personal days to employees who have exhausted their own leave balances and will otherwise be without pay during an approved leave of absence for qualifying reasons as described below. Participation in the program is entirely voluntary. Employees should not solicit other employees to participate in this donation program.
Benefit eligible employees are eligible to receive a leave donation ("Vacation Donation Leave") if CWI approves an FMLA or personal leave of absence and the employee meets the following criteria:
Hours will be donated to the requesting employee on a pay period to pay period basis, based on the employee’s shortage of accrued leave and the number of Leave Donation hours available in the Leave Bank. Depending on the total hours in the Leave Bank, employees receiving donated leave from the Leave Bank will receive hours based on the total hours requested. In the event, there are several requests and the cumulative total being requested exceeds the balance of available hours, the available hours will be divided equally between all eligible employees not to exceed the maximum number of hours needed to make the employee whole. Hours added to the employee’s sick leave balance may not exceed the policy maximum.
Leave Donation hours will be approved in increments (blocks) of four (4) hours or more. If the Leave Bank has a total balance of four (4) hours or less, no hours will be disbursed to employees.
Leave Bank donation reminders will be emailed to employees with high accrued vacation leave balances throughout the year in an effort to sustain a balance of donated hours.
Staff and Faculty on 12-month contracts must meet the following criteria to donate accrued vacation leave.
Faculty on less than a 12-month contract may donate unused personal days if they meet the following criteria:
Donated leave will be converted to sick leave on an hour-for-hour basis and will be used at the receiving employee’s current rate of pay.
Employees who wish to donate leave to the Leave Bank must submit a Leave Donation Form to Human Resources. Human Resources will determine if the employee meets the criteria to donate and will transfer the approved donated hours to the Leave Bank.
Employees may donate leave directly to another employee who is eligible for donated leave.
The Budget Office will coordinate with the cost center of the receiving employee to ensure funds are available to cover any increase in expense.
The names of employees donating leave will be kept confidential to the extent possible. This confidentiality is intended to preclude any repercussions for employees who choose not to donate leave, as well as for those who do donate. The reason for an employee’s leave of absence and the nature of the employee’s own serious health condition or the serious health condition of their family member will also be kept confidential.
Pursuant to the Uniformed Services Employment and Reemployment Rights Act (“USERRA”), any employee absent from work because of service in the uniformed services of the United States will be granted a military leave of absence without pay during such absence. The uniformed services of the United States include the Armed Forces (U.S. Army, Navy, Air Force, Marine Corps, Coast Guard, Space Force, and the reserves of each) and the Army and Air National Guard when engaged in active duty for training, inactive duty training, or full-time National Guard duty.
Unless precluded by military necessity, or otherwise impossible or unreasonable, employees must provide to CWI advance written or verbal notice of each pending service as far in advance as is reasonable under the circumstances. CWI requests that the notice and a copy of military orders be provided to CWI at least thirty (30) days prior to departure for service when it is feasible to do so.
For employees who are entitled to military leave under USERRA to attend required annual training as part of the Reserves or the National Guard (typically a two-week period), during such leave, up to a maximum of two weeks, such employees shall receive as compensation the difference between their regular CWI pay and any compensation received from the military during the leave.
For all other military leave, an employee may use earned vacation during the leave, if available and if the employee so desires. Otherwise, the leave shall be without pay.
While on military leave for thirty (30) consecutive days or more, an employee who is covered by CWI’s medical insurance plan may elect to continue their current coverage under the plan, including coverage for any of the employee’s family members on the plan, at CWI’s expense. This coverage will be available to the employee for the lesser of (i) the day when the employee completes military service; (ii) a period of twenty-four (24) months beginning thirty (30) days after the date on which the employee’s leave of absence begins; or (iii) the day after the date on which the employee fails to apply for or return to their position of employment pursuant to the requirements of USERRA. Thereafter, if the employee returns to employment with CWI, the employee’s coverage under and the cost of CWI’s medical insurance plan will revert to the coverage and cost the employee had immediately prior to the military leave. Employees who are on military leave for less than thirty (30) days, and who is currently covered by CWI’s medical insurance plan, may elect to continue their current coverage under the plan while on the leave.
An employee who qualifies for military leave under USERRA shall, upon his or her completion of service in the uniformed services, generally be reemployed by CWI provided that:
Should an employee fail to return to work upon completion of military service, or make application for reemployment as required by USERRA, the employee will be considered to have voluntarily resigned from CWI.
Any employee who has been reemployed by CWI after serving time in the uniformed services of the United States will be eligible for all benefits provided by CWI, consistent with the employee’s job classification, hours worked, and seniority that the employee would have attained had he or she not been absent from work for military service. Employees on military leave shall continue to accrue sick leave and vacation leave while on military leave.
CWI officially observes eleven holidays (88 hours), as follows:
Full-time benefit-eligible employees shall receive eight (8) hours of compensation for each holiday even though they do not work. If the normally scheduled workday exceeds eight (8) hours employee may claim vacation hours to complete the normally scheduled workweek hours. Part-time, benefit-eligible employees will receive holiday pay on a pro-rated basis. Full-time faculty with a contract of fewer than 12 months are not eligible for holiday pay.
Holidays that fall on a Saturday shall be observed on the preceding Friday. Holidays that fall on a Sunday shall be observed on the succeeding Monday. CWI will maintain business hours on the day before Thanksgiving and during the week between Christmas and New Year’s Day to maintain limited service to the public. The Executive Operations Team will formalize what the ‘limited-service hours’ will be for their divisions prior to each holiday season. The Division Managers are responsible for staffing their departments to meet the needs of their customers (the public, students, etc.) during this week when volumes are low and should communicate employees’ schedules appropriately. The holiday schedule may be changed at any time by the President. This policy does not apply to part-time non-benefit eligible employees.
The employee’s employment status and work schedule will determine how an employee is paid Holiday Pay. Departments that must have employees working on the above-mentioned dates shall request prior approval from the President or appropriate Vice President.
Up to five (5) days of paid bereavement leave shall be provided to benefit-eligible employees for a death in the family (spouse, domestic partner, parents, grandparents, children, grandchildren, brothers, sisters, parents-in-law, grandparents-in-law, children-in-law, grandchildren-in-law, brothers-in-law, and sisters-in-law).
Bereavement days will be paid for days that the employee is normally scheduled to work. Time taken does not need to be taken consecutively. Additional accrued vacation leave or an unpaid leave of absence may also be approved.
Employees may be granted a leave of absence without pay for justifiable reasons such as illness not otherwise covered by CWI’s Family and Medical Leave (FMLA) policy, emergencies, or other compelling reasons, or to participate in constructive or educational activities as determined and approved by the employee’s supervisor. Unless otherwise provided by law, employees who are not benefit-eligible are not eligible for an unpaid leave of absence. Employees are required to use their accrued vacation and sick leave before going into unpaid status during an approved leave of absence.
CWI will make every reasonable effort to hold open the position of an employee on an approved leave of absence. However, unless otherwise required by law, CWI retains the right to fill the position if it becomes necessary to do so. Failure to return to work from a leave of absence will be considered a voluntary resignation.
Full-time faculty are entitled to the following:
Educational Release Time: Release time granted for the purpose of attending approved conferences, seminars, school-related activities, etc., as approved by the Provost, are counted as days of service to CWI.
Professional and Extended Leave: Leave with pay may be granted to faculty and staff members for the purpose of attending conferences and professional meetings, provided arrangements are approved in advance. Travel expenses and per diem allowances may be allowed pursuant to CWI ADMIN 060 – Travel Policy. Extended professional leave may be granted for periods of up to one year to full-time faculty who have completed at least three years of service at CWI. Extended professional leave is without pay and is intended to assist the faculty member in completing training at an institution of higher education or other approved school. Extended professional leave must be approved by the President.
To be eligible for FMLA benefits, prior to any leave request, the employee:
Entitlements: The FMLA provides an entitlement of up to twelve (12) weeks of job-protected, unpaid leave during any 12-month period to eligible, covered employees for the following reasons: (i) birth and care of the eligible employee's child, or placement for adoption or foster care of a child with the employee; (ii) care of an immediate family member who has a serious health condition; (iii) care of the employee's own serious health condition which renders the employee unable to perform the functions of the position; or (iv) a qualifying exigency arising out of an employee’s immediate family member’s active duty or call to active duty. In addition, as addressed in more detail below, an employee who is the immediate family member or next of kin of a covered member of the Armed Forces and needs leave to provide care for the service member who has a serious injury or illness incurred in the line of duty may be entitled to up to twenty-six (26) weeks of leave in a 12-month period.
The FMLA also requires that the employee's group health benefits be maintained during the leave. The 12-month period is determined using a “rolling” 12-month period measured backward to the date an employee first uses any FMLA leave.
If all eligibility requirements are met, the employee is covered under the FMLA. He or she may request up to 12 weeks of leave during which CWI will continue the employee's benefits (employer portion only). If the employee does not return to work, CWI may recover from the employee the premium(s) that were paid for the employee’s medical coverage unless the employee does not return because of: (i) the continuation, reoccurrence, or onset of a serious health condition of the employee or the employee’s family member who would otherwise entitle the employee to leave under the FMLA; or (ii) circumstances beyond the control of the employee. Total combined FMLA leave for employee spouses who both works for CWI is 12 weeks if the leave is for reasons other than the employee’s own personal serious illness.
Concurrent Use of Accrued Leave and Worker’s Compensation Required: Employees are required to use any accrued paid vacation and sick leave (if applicable) concurrently with any FMLA leave. If paid leave accruals are less than 12 weeks, the employee may take the remainder of FMLA leave as unpaid leave. Employees will continue to accrue leave while utilizing their paid sick and vacation leave. They will cease to accrue vacation and sick leave during any unpaid portion of their leave. Any lost time related to a workers’ compensation claim will also run concurrently with any FMLA leave.
Employee Obligations: Employees are required to give thirty (30) days advance notice, or as much time as practical when the need for FMLA leave is foreseeable. If advance notice is not possible, the employee should give CWI notice of the need for leave as soon as possible. CWI reserves the right to request medical certification supporting any leave. If CWI has reason to doubt the validity of the medical certification, it may require a second opinion at its expense. If the two opinions differ, CWI may request a third opinion, at its expense, from a health care provider mutually agreed upon by CWI and the employee. The third opinion shall be binding and final. CWI may also require a doctor's fitness for duty report prior to the employee returning to work which addresses the employee’s ability to perform the essential functions of their job. Leave may be denied if these requirements are not met. The decision to allow an employee to return to work will be solely CWI’s in compliance with the provisions of the Family and Medical Leave Act. Should a doctor not find the employee fit to return to duty, the employee will not be allowed to return to work.
Contact Human Resources to discuss your rights and obligations for the continuation of any current benefits you are receiving. Employees must make arrangements for payment of their portion of their benefit costs or discontinuation of those benefits will occur.
To request a leave, employees should complete the FMLA Leave Request form and submit it to Human Resources. If the employee is unavailable to request leave, the supervisor should notify Human Resources on the employee’s behalf or a friend or family member may notify Human Resources on the employee’s behalf.
Intermittent Leave Requests: FMLA leave may be taken intermittently or on a reduced leave, scheduled to allow the employee to care for a sick family member, or for an employee’s own serious health condition, when medically necessary. If an employee needs intermittent leave or leaves on a reduced hours basis that is foreseeable, CWI may, in its sole discretion, temporarily transfer the employee to another job with equivalent pay or benefits that better accommodate that type of leave. In the circumstance of birth or placement of a child for adoption or foster care, intermittent leave is only available if approved by the employee’s supervisor and the Executive Director of Human Resources. To the extent possible, employees requesting intermittent leave or reduced hours should schedule their leave so as to disrupt operations as little as possible. Employees must communicate their absences to their supervisor on a regular basis or as otherwise required by applicable CWI procedures.
CWI’s Rights and Obligations: CWI has the right to determine whether the employee is or is not an “eligible employee” under the Act. CWI also has the right to place an employee on FMLA leave without the employee’s consent should CWI determine that the employee meets the eligibility requirements under the Act.
CWI will return the employee to the same or an equivalent position after returning from FMLA leave, subject to the terms of the Family and Medical Leave Act. The only exception may be for individuals who, under the provisions of the FMLA, are considered to be a "key employee" whose extended absence would cause "substantial and grievous economic injury". CWI reserves the right to require periodic notices (determined by CWI) of the employees or their family member's FMLA status and the employee’s intent to return to work.
The National Defense Authorization Act: On January 28, 2008, the FMLA was amended by the National Defense Authorization Act. This amendment provides an entitlement of up to twenty-six (26) weeks of unpaid leave during a single 12- month period to an eligible employee who must care for a covered servicemember who has a serious injury or illness incurred in the line of duty. CWI may require the request for this type of leave to be supported by medical certification.
The National Defense Authorization Act also provides twelve (12) weeks of FMLA leave to an employee for qualifying exigencies arising out of the employee’s spouse, child, or parent’s active-duty call or call to active duty with the Armed Forces. No serious medical condition is required for this type of leave. CWI may require the request for this type of leave to be supported by a certification that the service member is actually on active duty or has been called to active duty. CWI employees shall provide prior notice when the need for this type of leave is foreseeable.
If you have any questions about your rights under FMLA please contact the Human Resources Office.
Eligible CWI employees may use up to eight (8) weeks of paid parental leave due to the birth, adoption, foster care or kinship placement of a child. The purpose of this is to enable the employee to care for and bond with a newborn, newly adopted child, or newly placed child in foster care or kinship care. Paid parental leave shall run concurrently with leave under the Family and Medical Leave Act (FMLA), as applicable. Any leave taken under this policy that falls under the definition of circumstances qualifying for leave due to the birth, adoption, foster care or kinship placement of a child, will be counted toward the twelve (12) weeks of available FMLA leave. An employee will be eligible for paid parental leave even if the employee has otherwise exhausted their FMLA time prior to the birth or placement of the child. If an employee becomes eligible for FMLA while on paid parental Leave, the employee must apply for and use FMLA.
Eligibility Requirements: To be eligible for Paid Parental Leave benefits, the employee must meet the following criteria:
In addition, employees must meet one (1) of the following criteria:
Use of Paid Parental Leave
Limitations on Use of Paid Parental Leave
Compensation of Paid Parental Leave
Request and Approval to Use Paid Parental Leave
CWI reserves the right to change, condition, or terminate any benefits set forth in this section. No employee shall acquire any rights in any current or future status of benefits except as the law otherwise requires.
Employees who had a mandated change of FLSA status on July 1, 2016 from an exempt to a non-exempt status will remain as legacies in their existing leave and retirement plans while in their existing positions. If an employee chooses to apply to another non-exempt position and accepts the position, they will be moved to the corresponding vacation leave and retirement plans.
All employees shall receive benefits as required by law to include Worker’s Compensation insurance. All other benefits are to be determined by CWI.
Health insurance is available to employees and family members subject to the terms and conditions of CWI’s health insurance plan and any applicable health insurance policy. Employees are encouraged to contact the Human Resource Office to learn about sign-up and claims procedures. Other insurance offerings including life insurance, disability insurance, vision insurance, and supplemental income protection may be available at the employee or CWI’s expense. The Human Resource Office should be contacted for additional information about any of these benefits. Any such offerings are subject to change at any time.
All benefit-eligible non-exempt employees must participate in the Public Employee Retirement System of Idaho (PERSI). PERSI mandates withholding a percentage of an employee's gross salary for pension purposes, which is presently exempt from Federal and State income taxes, and CWI matches this with an additional contribution. Contact the Human Resource Office for further information.
Full-time faculty and exempt staff are automatically enrolled in the Optional Retirement Plan (401a) selected by the State Board of Education and administered by a third party vendor. After employment with CWI, benefit-eligible faculty and exempt staff, must participate in the ORP to serve as their retirement carrier or they may choose to stay with PERSI if they are already vested in that plan. Contributions to the employee’s retirement plan are made by CWI and the employee. Investment choices are the responsibility of the employee, and plans are portable. Contact the Human Resources Office for further information.
As one way to show appreciation to our employees, CWI offer a Years of Service recognition program as follows:
The Employee Assistance Program (EAP) is a short-term counseling and referral service provided to all benefit eligible employees. The program addresses marital, child or other family problems, persistent anxiety, abuse of alcohol or other drugs, stress problems, depression, grief, or other distracting concerns.
Employees and their immediate family members may participate in counseling sessions in accordance with the terms and conditions of CWI’s contract for such services.
Leave will be granted, and full pay provided to employees asked to testify either in a deposition or in court on behalf of CWI or otherwise subpoenaed to testify in a deposition or in court, called to serve as a witness in court in matters specifically related to CWI operations. Further, leave will be granted, and full pay provided to employees called to serve on jury duty when the jury time required interferes with their regularly scheduled work shift.
Employees of CWI who receive medical benefits and who separate their employment may be eligible to continue those medical benefits at the employee’s sole cost and expense for a limited time in accordance with the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA). If you have any questions regarding your right to continue your health coverage after separating from CWI please contact Human Resources.