Policies & Procedures
These benefits are provided to all regular, full-time employees, as defined in Section 3.4.1, and are subject to change.
7.1.1 Health Insurance
Health insurance coverage is effective the first day of the month after employment begins. If the first day of employment is on the first day of the month, coverage is effective on the first day of the following month. New employees and dependents MAY BE subject to a six-month, pre-existing condition exclusion. The University will pay the June and July health insurance premiums for regular faculty members employed on a ten month basis whose appointments have been renewed for the following academic year. Employees who provide evidence of other health insurance coverage and sign a Waiver of Participation may receive an amount equal to the University-paid premium (less employer FICA) as additional taxable compensation.
To inquire about specific insurance questions or provisions, please contact the Department of Human Resources.
7.1.2 Life Insurance
If an employee becomes disabled, his or her life insurance coverage will continue by a waiver of premium with a physician’s statement certifying the employee’s disability, if such disability occurs before the employee reaches age 60.
7.1.3 Long-Term Disability Insurance
7.1.4 Accidental Death and Dismemberment
Employer paid insurance premiums described in Section 7.1 will continue to be paid by the University until the employee’s accrued leave has been exhausted if the employee is not on active service due to sickness or injury. However, the payment of insurance premiums by the University will cease after the employee exhausts his or her accrued leave.
The University offers optional insurance benefits at the employee’s expense. A 10-month contract employee may elect to maintain optional coverage during summer months by authorizing a withholding from his or her salary in order to “prepay” the summer month premiums.
Available Optional Insurance:
It is the responsibility of the employee to notify the Department of Human Resources when a dependent is no longer eligible for insurance coverage under the University's plan. Failure to do so may result in the member being held responsible for any inappropriate payment of claims. Contact the Department of Human Resources for additional information.
Under certain conditions, health insurance coverage may be extended beyond the time eligibility normally ceases at the employee’s or covered individual’s expense. Qualifying Events for the insurance to continue are specified in the contract of insurance but include termination of employment (except for gross misconduct) or change from full-time to part-time employment. Qualifying Events for a dependent spouse to continue coverage include the death of the employee, termination of the employee, change from full-time to part-time employment, divorce, legal separation, or the employee becoming eligible for Medicare. If an otherwise eligible child becomes ineligible due to any of these reasons, or due to age requirements or student status, that child is also eligible to continue coverage. For further information, please contact the Employment and Benefits Office.
7.4.1 Social Security (FICA)
7.4.2 Oklahoma Teachers' Retirement System (OTRS)
Contributions are based on a percentage of total compensation. The University pays all of the required employee contribution, which is currently seven percent of wages, as defined by OTRS.
Benefit amounts are determined in accordance with current OTRS guidelines. Employees may contact OTRS to inquire about contributions made and expected benefits upon retirement.
7.4.3 Defined Contribution Plan
7.4.4 Supplemental Retirement Annuity (SRA)
7.4.5 Health Insurance Coverage After Retirement
The retiree may enroll in dental, vision, and/or eligible dependent coverage at his or her own expense. When an OTRS retiree becomes eligible for Medicare, the retiree may enroll in supplemental health insurance at his or her own expense. The premiums are deducted from his or her monthly retirement check. The policy does not apply to any employee hired on or after July 1, 2009.
7.4.6 Life Insurance Coverage After Retirement
Employees may allocate specific amounts, according to contract and IRS limits, of monthly salary or wages, on a pre-tax basis, for the reimbursement of medical care expenses or dependent care expenses or both. Employees may subsequently file a claim voucher for reimbursement of the eligible medical and/or dependent care expenses that they have incurred. Employees may also elect to enroll in the Flexible Benefit Plan to allow employee-paid insurance premiums to be deducted on a pre-tax basis.
Employees must enroll in this plan within thirty days of employment or during open enrollment, which is effective January 1st of every year.
All University employees are covered by Workers' Compensation insurance. Health expenses directly attributable to the performance of compensable work for the University are covered under this program.
In the case of life-threatening injuries, the employee should be transported by ambulance to the nearest available emergency health care treatment center. The incident should be reported immediately to the Department of Human Resources by the injured employee’s supervisor, and the medical service provider(s) should be notified that the injury was an on-the-job injury and that the proper authorization will be provided.
An injured employee must obtain authorization from CompSource Oklahoma before changing physicians or health care facilities after initial treatment. If this authorization is not obtained prior to the injured employee’s being seen by the new physician, the employee is responsible by law for payment of the expenses incurred.
Temporary compensation cannot be paid in excess of three hundred weeks. Temporary compensation checks are paid every two weeks, and payments are never made in advance. Employees may also be eligible for permanent benefits.
An employee may not receive payment for annual leave, personal leave and/or compensatory time while receiving workers’ compensation benefits.
An employee may not receive sick leave benefits along with Workers’ Compensation Benefits, but may opt for one or the other (sick leave benefits or Workers’ Compensation Benefits).
The University has contracted to provide unemployment compensation benefits for eligible terminated employees or those who are laid off. Information concerning unemployment compensation can be found in a booklet entitled Information for Workers Who are Unemployed Concerning their Rights to Receive Unemployment Compensation. Copies of the booklet can be obtained from the Oklahoma State Employment Security Commission.
Currently, all University employees are covered under certain provisions of the State Risk Management program while they are operating a University-owned or personal vehicle while conducting official University business. This coverage does not extend to non-employee passengers or to any damage sustained to the employee’s personal vehicle and/or property. Coverage under the program is subject to change without notice. If the employee is operating a University-owned or personal vehicle while conducting University business, the State of Oklahoma requires such persons to have personal automobile liability insurance in force at the time of use.
Third parties injured as a result of a University employee operating a University vehicle or a personal vehicle while conducting University business, are covered for liability risk up to amounts set by statute.
Effective January 23, 1995, professional liability coverage provided insures actual or alleged “wrongful” acts, which are defined as any breach of duty, neglect, error, or misstatement, misleading statement, or act or omission by any employee in his or her capacity as such, committed solely in the course of his or her employment and of the activities of the University, including but not limited to, discrimination, whether based upon race, sex, age, national origin, religion, disability; sexual harassment; libel; slander; defamation; or publication or utterance in violation of an individual’s right to privacy.
The State Risk Management Office, under the State of Oklahoma’s Self-Insurance Program, provides the following insurance coverage:
In the event an employee is threatened with litigation based on his acts as an employee, that employee should notify the Vice President for Business Affairs Office immediately.
An Academic Tuition Assistance Program is available to regular, full-time employees. Staff are eligible for the program after six months of employment. The President may grant variance to the six-month employment restriction when it is deemed to be in the best interest of the University. Faculty members are eligible for the program on the date of hire.
This program allows an employee to apply for a tuition waiver (fees are not included) for a maximum of seven Rogers State University undergraduate credit hours for the fall and spring semesters and three credit hours for the summer term. Tuition assistance is not available for courses audited or repeated. To remain eligible for the tuition assistance program, after the first semester, an employee must maintain a cumulative GPA of 2.5 in all course work attempted after entrance into the program. Reinstatement in the program after the cumulative GPA falls below 2.5 is allowed only after the employee raises his or her cumulative GPA to 2.5 or greater.
The employee must obtain approval from his or her supervisor before enrolling. Completed Academic Tuition Assistance Program Forms must be approved and submitted to the Department of Human Resources before the last day of the drop/add period, as defined in the Class Schedule. Requests received after this date will not be considered.
Requests may be denied when budget limitations dictate and/or for employees with unsatisfactory job performance or disciplinary issues, or for employees who have previously withdrawn from or failed courses for which tuition assistance was provided.
If the class is scheduled during normal business hours, the employee must obtain approval from his or her supervisor to take the class before he or she enrolls in the class. The supervisor must make the decision based upon the best interests of the University. If enrollment is approved, the supervisor will approve a revised work schedule and submit a signed copy to the Department of Human Resources for each semester that a revised work schedule is approved. All class-related activities (admission, enrollment, advising, homework, etc.) must be done outside work hours.
The following benefits are provided to regular, part-time employees:
The following benefits are provided to regular, part-time employees, as defined in Section 3.4.2:
Changes of address, telephone number, marital status, number of dependents, beneficiaries, etc., are to be promptly reported to the Employment and Benefits Office.