TIEC Employee Handbook Rev 9 9 081 - NoRestriction

Texas International Education Consortium
Employee Handbook
Revised August 31, 2008
Table of Contents
DISCLAIMER EMPLOYMENT AT-WILL _____________________________________________ 1 Equal Employment Opportunity ________________________________________________________ 1 American with Disabilities Act (ADA) ___________________________________________________ 1 Employer Support Services (ESS) _______________________________________________________ 1 General Guidelines __________________________________________________________________ 2 Employment______________________________________________________________________ 2 Proof of U.S. Citizenship & Right to Work ____________________________________________ 2 Business Hours ___________________________________________________________________ 2 Employee Classification ____________________________________________________________ 2 Employment of Minors_____________________________________________________________ 3 Employment of Relatives ___________________________________________________________ 3 Volunteers/ Interns ________________________________________________________________ 3 Lunch Period and Break Periods ____________________________________________________ 3 Personnel File ____________________________________________________________________ 4 Staff Performance Appraisals and Job Responsibilities __________________________________ 4 Disciplinary System _______________________________________________________________ 4 Resolving Problems________________________________________________________________ 5 Absence or Tardiness ______________________________________________________________ 5 Sexual Harassment in the Workplace _________________________________________________ 6 Outside Activities with Students/Participants __________________________________________ 6 Alcohol and Controlled Substance Policy ______________________________________________ 6 Confidential Information ___________________________________________________________ 7 Dress Code _______________________________________________________________________ 7 Personal Property _________________________________________________________________ 7 Property and Equipment Care ______________________________________________________ 7 Telephone Use ____________________________________________________________________ 8 E-mail and Internet Use ____________________________________________________________ 8 Bulletin Boards ___________________________________________________________________ 9 Employment Verification ___________________________________________________________ 9 Job Postings ______________________________________________________________________ 9 HIPAA __________________________________________________________________________ 9 Smoking ________________________________________________________________________ 11 Theft ___________________________________________________________________________ 11 Solicitations and Distributions______________________________________________________ 11 Supplemental Employment ________________________________________________________ 11 Parking_________________________________________________________________________ 11
Program Vehicle(s) _______________________________________________________________ 11 Travel Requests__________________________________________________________________ 12 Contracts & Use of Credit Cards ___________________________________________________ 12 Lost and Found __________________________________________________________________ 12 Employee Procedure During Inclement Weather ______________________________________ 12 Reduction in Work Force __________________________________________________________ 13 Resignation _____________________________________________________________________ 13 Exit Interviews __________________________________________________________________ 13 Final Pay _______________________________________________________________________ 13 AIDS ___________________________________________________________________________ 13 Compensation______________________________________________________________________ 15 Paydays ________________________________________________________________________ 15 Time Sheets _____________________________________________________________________ 15 Payroll Deductions (Mandatory) ____________________________________________________ 15 Payroll Deductions/Reductions (Voluntary)___________________________________________ 15 Direct Deposit ___________________________________________________________________ 16 Error in Pay_____________________________________________________________________ 16 Overtime Pay____________________________________________________________________ 16 Benefits ___________________________________________________________________________ 16 Group Insurance Benefits Eligibility_________________________________________________ 16 Premium Sharing ________________________________________________________________ 16 Premium Payments During Leave of Absence _________________________________________ 17 403(b) Retirement Savings Plan_____________________________________________________ 17 University Federal Credit Union ____________________________________________________ 18 Worker's Compensation Insurance__________________________________________________ 18 Unemployment Compensation Insurance_____________________________________________ 18 Cafeteria Premium Only Plan (Section 125) __________________________________________ 18 Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA)______________________ 18 Medicare _______________________________________________________________________ 18 Social Security ___________________________________________________________________ 19 Leave __________________________________________________________________________ 19 Holidays ________________________________________________________________________ 23 Safety ____________________________________________________________________________ 24 Safety Policy ____________________________________________________________________ 24 Accident Reports_________________________________________________________________ 25 Workplace Violence ______________________________________________________________ 25 Firearms________________________________________________________________________ 25 Conclusion ________________________________________________________________________ 25
PREFACE
Dear Colleague, The Employee Handbook outlines the privileges and benefits provided to you as an employee of the Texas International Education Consortium (TIEC) and its programs. It also explains some of your responsibilities as an employee. The Employee Handbook is designed to answer your questions concerning employee benefits and TIEC policies. Please read it carefully so that you may become familiar with the benefits offered and the policies and procedures to be followed. TIEC reserves the right to change, modify, add, or eliminate any provision within this handbook at any time without notice. The Handbook is not a comprehensive statement, but is for guidance and information only. It should not be construed as a contract. All employment with TIEC is "AT-WILL", meaning that employment with TIEC may be terminated at any time, with or without notice, for any reason or no reason, by either the employee or TIEC. If you have any questions concerning the benefits, policies or procedures described in this handbook, please see your supervisor or me. Sincerely Yours, Ken Kolinek Director of Finance and Operations
Employee Handbook
DISCLAIMER EMPLOYMENT AT-WILL

The employment policies and procedures outlined in this Employee Handbook are developed and maintained at the pleasure of Texas International Education Consortium (TIEC) and may be changed at any time. Any statement made in this handbook shall not constitute a contract of employment between TIEC and any employee. Employment with TIEC is at will and may be terminated by either the employer or employee at any time and for any reason. No other manager, supervisor, team leader, or representative of TIEC may make any contract, promise or commitment contrary to those guidelines in this handbook. Therefore, any alleged contract, promise, or commitment made by any of the foregoing identified individuals shall be unenforceable.
Equal Employment Opportunity

TIEC is an equal opportunity employer. TIEC does not discriminate on any basis prohibited by applicable law, including race, color, religion, sex, sex orientation, age, national or ethnic origin, disabilities, or veteran's status. Violations of this policy will result in appropriate sanctions, including but not limited to official reprimand, suspension, demotion, or dismissal. In compliance with Titles VI and VII of the Civil Rights Act of 1964; Equal Pay Act of 1963; Age Discrimination in Employment Act of 1967; the Vietnam Era Veterans Readjustment Assistance Act of 1974; Section 503 and 504 of the Rehabilitation Act of 1973; and the Americans with Disabilities Act of 1990, TIEC does not discriminate against any person on the basis of race, age, color, religion, sex, sexual orientation, national or ethnic origin, veterans status, or against qualified persons with disabilities. Any employee who feels he or she has been discriminated against should contact a TIEC Executive Officer at 1103 West 24th Street, Austin, Texas 78705, (512) 477-9283. No employee should fear reprisal. TIEC prohibits retaliation against any employee for filing a complaint in good faith.
American with Disabilities Act (ADA)

ADA gives individuals with disabilities protection from discrimination in employment and in access to public facilities, transportation, telecommunications, and state and local government services. Employees of TIEC may request assistance with accommodations by contacting the Accounting Department.
Employer Support Services (ESS)

Many of TIECs administrative functions are performed by Employer Support Services, Inc. (ESS). Some of these functions include: Payroll Administration Benefits Administration COBRA Administration Human Resource Administration ESSs role is to provide administration services only. You will continue to report to your supervisor. Your supervisor and TIEC management will determine compensation, make employment decisions, report hours, wages, etc.
Texas International Education Consortium You may contact ESS via the following: 8530 Anselmo Lane Baton Rouge, LA 70810 1-800-535-7206 1-225-766-2622 Fax: 1-225-761-1002 www.employersupport.com
Employee Handbook
General Guidelines
Employment
Employment with TIEC is at will and may be terminated by either the employer or employee at any time and for any reason.
Proof of U.S. Citizenship & Right to Work

Federal regulations require that all employees must complete a Federal Form I-9 (Employment Eligibility Verification Form) on the date of hire (first day of paid work) and present the appropriate documents for identification and eligibility to work in the U.S. within three business days of hire.
Business Hours
TIECs standard workweek begins at 12:01 a.m. Sunday and continues through midnight the following Saturday. Regular operating hours are 8:00 a.m. to 5:00 p.m., Monday through Friday. However, hours may vary to meet the geographic and program needs of specific offices. Your supervisor will provide you with the specific operating hours required for your position. Staff members whose hours do not conform with the normal schedule (8:00 a.m. to 5:00 p.m.) must have written approval from their supervisor on file in the Accounting Department. Your particular hours of work and the scheduling of your lunch period and breaks will be determined and assigned by your supervisor. If you are a full-time, non-exempt employee, you are provided an unpaid lunch period daily. Understand that you may not 'work through lunch' in order to arrive late to work or to leave work early or to work extra time, unless authorized in advance by your supervisor. You should inform your supervisor or his/her designated employee of your whereabouts during working hours, if for any reason you are not at your normal workstation. You are required to call your immediate supervisor within fifteen (15) minutes before the start of your scheduled work hours to report unexpected absence or tardiness, providing an explanation.
Employee Classification
At the time you are hired, you are classified as either exempt or non-exempt in one of the following four categories: Regular Full-Time: An employee hired for an indefinite period of time, scheduled to work 40 hours or more per week over a minimum period of nine (9) months per year. Regular Part-Time: An employee hired for an indefinite period of time, scheduled to work less than 40 hours per week over a minimum of nine (9) months per year. 2
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Temporary Full-Time: An employee hired for a workweek of 40 hours or more for a limited period of time with a designated ending date not to exceed nine (9) months. Temporary Part-Time: An employee hired for a workweek of less than 40 hours for a limited period of time with a designated ending date not to exceed nine (9) months. An exempt employee considered to be either managerial, administrative, or professional under the Fair Labor Standards criteria is not eligible for additional monetary compensation for hours worked in excess of 40 hours per week but may be granted straight time off pending program needs and at the discretion of the supervisor. A non-exempt employee is an employee who devotes most of his or her hours in activities that are not managerial, administrative, or professional under the Fair Labor Standards criteria. Non-exempt employees will be compensated for all hours worked in excess of 40 hours in the standard workweek. Paid leave or paid holidays are not to be counted as hours worked in determining overtime.
Employment of Minors
It is TIEC's policy to employ minors within the provisions of the Fair Labor Standards Act. A form to request approval is available in the Accounting Department.
Employment of Relatives
Relatives may not be employed in a supervisory-subordinate relationship. If two employees within TIEC marry, a formal notification must be submitted to the Accounting Department. Both may not continue to hold such positions beyond the specific appointment period if the continued employment of the married persons violates the supervisory-subordinate policy. In this case, two weeks will be given for one of the employees to voluntarily transfer to another department if a position is available. The policy has been developed to avoid possible conflict of interest that could result from related persons exercising peer judgment or administrative review of matters pertaining to employment, retention, promotion or salary determination. Employees who violate this policy will be subject to a written reprimand.
Volunteers/ Interns
TIEC is fortunate in attracting the services of volunteers and interns. These volunteers and interns work directly with individual staff and are useful in assisting with office activities. Volunteers and interns must be registered with the Accounting Department and approved by an Executive Officer in advance. A form to request approval is available in the Accounting Department.
Lunch Period and Break Periods

One hour lunch periods are typically taken between the hours of 11:00 a.m. and 2:00 p.m. Lunch periods may vary among departments, depending on program requirements. Your lunch period schedule should be coordinated with your supervisor. If you are a non-exempt employee you are expected to take your fully allotted hour for lunch. You will not be required to perform any TIEC tasks during your regularly scheduled lunch period, unless specifically requested to do so by your supervisor on an at need basis. Full-time employees are entitled to two (2) fifteenminute rest periods or breaks during the regular workday. If you are a part-time employee and are scheduled to work at least 4 hours, you are entitled to one (1) fifteenminute break. Break-times cannot be accumulated to be taken at a later time and shall not be used to shorten the regular workday. 3
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Lunch and break-times should be taken away from your regular workstation. You should not interfere with other employees who are not on break-time.
Personnel File
The Accounting Department is responsible for maintaining personnel records, interpretation of policies, compensation programs, employee relations, benefits, and related personnel administration functions at TIEC. Keeping your personnel file up-to-date is important, specifically with regard to pay, deductions, benefits, and performance appraisals. If you have a change, notify your supervisor or the Accounting Department as soon as possible. Since TIEC administrators refer to your personnel file when making decisions in connection with promotions and transfers, it is important to be sure that your personnel file is complete and accurate. Employees may review information in their corporate personnel file by contacting the Accounting Department to schedule an appointment. If you wish to make revisions/changes, you must first submit a formal request in writing to the Accounting Department for approval by a TIEC executive officer.
Staff Performance Appraisals and Job Responsibilities

Performance Appraisal Success System (PASS) provides a systematic way for you to measure your development and discuss with your supervisor your performance in meeting the requirements of your job. A PASS is performed annually for all Regular Full-Time and Regular Part-Time employees. Your supervisor should explain the responsibilities of your job and the performance standard that is expected of you. Honest communication between you and your supervisor is necessary to make your employment at TIEC satisfying and personally rewarding. If at any time you have any uncertainty regarding your job responsibilities or duties you should take the initiative to discuss these issues with your supervisor.
Disciplinary System
TIEC employees are required to abide by certain rules and regulations. These have been established to protect the employee, other employees and TIEC from injury or other threats to an employee's well-being and to promote harmonious, efficient working practices. The primary purpose of the disciplinary system is to help you identify problems and to improve your performance and behavior. A list of violations that may result in disciplinary action or termination includes, but is not limited to: 1) 2) 3) 4) 5) 6) 7) 8) 9) 10) 11) 12) Falsification of Consortium records. Excessive absenteeism or tardiness. Failure to notify the supervisor in the event of repeated absence or tardiness. Failure to comply with the duties, responsibilities, and performance standards of the job. Insubordination or refusal to perform job duties. Possessing, selling, consuming, or being under the influence of alcohol or illegal drugs on the job, or while on assignment. Damage or injury to Consortium property, personnel, or business relationships resulting from negligent or purposeful behavior. Threatening or intimidating actions toward other employees or clients. Abusive or foul language used against supervisor, employees, or clients. Immoral or indecent conduct on the job. Performing unauthorized personal work on TIEC time. Interfering with another employee's job performance. 4
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13) Theft or misappropriation of TIEC or personal property. 14) Carrying firearms/weapons on TIEC premises. 15) Disclosure of confidential or proprietary information obtained by an employee in the ordinary course of business. 16) Lack of cooperation with Consortium policies and procedures as established by the Board of Directors and administrative officers. 17) Failure to consistently contribute to and support the objectives of the Consortium as stated in its By-laws. 18) Actions which result in damaging or discontinuing program success and contract relations. 19) Unwillingness or disinterest in contributing to the over-all success of the Consortium's total program of activities. 20) Any other misconduct deemed inappropriate by management's discretion which effects a loss of confidence in the employment relationship. 21) Acts of disloyalty. Possible actions include counseling, formal warnings, probation, suspension, and termination. The specific action to be taken will depend on the nature of the violation, the circumstances, and the previous record. TIEC reserves the right to take whatever disciplinary measures it feels appropriate, including termination, if in the judgment of responsible supervisors the employees conduct cannot be corrected, or it seriously threatens the well-being of TIEC or other employees. Dismissal can be automatic or progressive, at the discretion of TIEC. Violation of work rules or failure to correct cited problems can result in dismissal depending on extenuating circumstances, notice, employee attitude, and the work rule violated. Following progressive discipline in some cases does not waive TIEC's right to withhold progressive discipline in others.
Resolving Problems
An efficient, successful operation and satisfied employees go hand in hand. Therefore, TIEC encourages its employees to communicate problems or complaints to appropriate members of management. We recommend the following steps: First, speak with your immediate supervisor. Your supervisor is most familiar with you and your job and is, therefore, in the best position to assist you. If your supervisor cannot help you resolve the matter, you may speak to the Accounting Department. If the issue that concerns you involves the application of TIEC policy, or the administration of discipline, or a formal complaint, please contact the Accounting Department for the proper procedure. Employees will be assured freedom from interference, coercion, discrimination, and/or reprisal in filing grievances and complaints.
Absence or Tardiness
Regular attendance on the job is important. Excessive or unexplained absences from your job, including tardiness in reporting for work, may be considered sufficient cause for disciplinary action up to and including termination of employment. If you must be absent, however, because of illness, accident or other unavoidable cause, you must telephone your immediate supervisor within at least 15 minutes before the start of your scheduled work hour. This notification is required for each day absent unless it is understood that you will be absent for a specified number of days. It is your responsibility to report the absence directly to your supervisor, and not through a fellow employee, friend or relative.
Employee Handbook
Excessive absenteeism and tardiness may result in your being disciplined up to and including termination of employment. Excessive is defined as consistent absences on particular days of the week or exceeding an amount of leave accrued in a monthly period on a regular basis.
Sexual Harassment in the Workplace

Sexual harassment is a criminal offense and harassment of any kind will not be tolerated at TIEC. Sexual harassment is defined as a continuing pattern of unwelcome sexual advances, requests for sexual favors or physical contact of a sexual nature under any of the following: 1) When submission to the conduct involves a condition of the individuals employment either stated or implied. 2) The individuals submission or refusal is used, or might be used, as the basis of an employment decision which affects the individual. 3) The conduct unreasonably interferes with the individuals job performance or creates a work environment that is intimidating, hostile or offensive. Examples of off-limits behavior are listed below. This list is not all-inclusive. Making sexually suggestive remarks or engaging in abusive talk. Telling "dirty" or off-color jokes. Asking about or discussing sexual activity. Posting or circulating offensive printed or written materials, including pornographic pictures, jokes, cartoons, etc. Making unwanted or inappropriate physical contact. Complaint Procedure: If you feel you are a victim of sexual harassment, you are encouraged to discuss the matter with your immediate supervisor who will report through appropriate channels immediately. If the complaint involves the immediate supervisor, employees may always approach any other member of management. An investigation will be conducted and prompt disciplinary action will be taken if the evidence supports it. While the investigation is being completed, steps will be taken to make sure that the alleged victim and the accused do not work in the same proximity. Whenever possible, the employee's confidentiality and that of any witness and the alleged harasser will be protected against unnecessary disclosure. TIEC does not condone sexual harassment by non-employees. These incidents should be reported and all claims and reports will be investigated immediately.
Outside Activities with Students/Participants

Employees should avoid activities involving accompanying only one current TIEC/TIEP student on nonprogram activities. Such activities should be restricted to groups of students to avoid personal involvement with individual students affiliated with a TIEC/TIEP program. This policy includes students in TIEP classes as well as participants in special programs conducted by TIEC. Failure to comply with this policy could result in disciplinary action up to termination.
Alcohol and Controlled Substance Policy

TIEC has adopted an alcohol and controlled substances policy to ensure the safety and well being of all employees. TIEC's policy forbids the possession or consumption of alcoholic beverages and the possession or use of any controlled substance on the premises, or while on TIEC business. 6
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The definition of a "controlled substance" is a drug, narcotic, inhalant, hallucinogen, barbiturate, amphetamine, mixture or compound not prescribed by a licensed physician for the legitimate treatment of a specific employee's medical conditions. Employees taking prescription drugs for an illness or other legitimate medical need must notify their direct supervisor in writing if the possible effects of the medication may impair the individuals physical or mental capabilities, and/or impair their ability to perform their job functions. The notification should also include the length of time expected to take the medication.
Confidential Information
You are exposed daily to a great deal of information about TIEC policies and procedures, business practices and conditions, clients (including TIEP students), and contracts. You are required to treat all such information as confidential, which means that it may not be disclosed to anyone without the prior written consent of TIEC. Confidential information may be discussed only with the principals involved or with other employees only as necessary for the conduct of TIEC business. All documents and materials in any format that you create, develop, use, or otherwise have access to, as a TIEC employee, shall remain the sole and exclusive property of TIEC and cannot be used or reproduced without TIECs prior written consent. The privacy of fellow employees must also be respected. Personal information about them, including their home telephone numbers or addresses, may not be given out. Failure to comply will result in disciplinary action up to and including termination. All such inquiries from persons not employed by TIEC should be referred to the Accounting Department.
Dress Code
You are expected to dress appropriately for the job. Shorts, tank tops, and swim/beach wear are unacceptable during office hours unless approved by your supervisor. Jeans are acceptable unless unpressed and frayed. TIEC upholds a grooming standard due to contact with students, university officials, and international representatives. Supervisors will offer guidance as to proper attire. Supervisors may also establish special requirements for reasons of safety. Failing to observe established standards of dress could bring disciplinary action.
Personal Property
TIEC cannot be responsible for the loss of valuables such as passports, airline tickets, monetary instruments, or other comparable items retained by TIEC staff on behalf of a student or international visitor. Do not place these items in unlocked files, desks or other furniture or equipment. If there is an urgent need to retain valuable documents, please contact the Accounting Department to have them placed in a secure place. Obtain a receipt from the staff member to whom you have delivered the item and place the receipt in the appropriate individuals file. When the item is retrieved from the safe, obtain a copy of the receipt indicating you accepted the item, again placing the receipt in the appropriate file. Failure to follow procedure may result in disciplinary action.
Property and Equipment Care

TIEC endeavors to give its employees the best office equipment and supplies currently available. All materials are designated strictly for the exclusive use of TIEC. Employees are encouraged to be conservative in the use of supplies. It may be necessary for the employee to have a key for access to their building/office. Temporary employees upon request of the supervisor may be issued a key. He/she is responsible for the key and need to make sure unauthorized persons do not have access to that key. Keys are not to be copied for any purpose or 7
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passed on from individual to individual without previous authorization. Possession of a key that has not been properly authorized is a breach of TIEC's regulations of serious proportion. A charge to the employee may be assessed upon loss of a key. All keys must be returned to the Accounting Department upon termination of employment.
Telephone Use
TIEC maintains its telephone facilities for business purposes. It is recognized that some personal telephone calls are necessary. Those should be kept to a minimum during office hours. Personal calls should be kept as brief as possible to avoid interference with normal work or with business use of the telephones. Personal telephone conversations should not take place in front of other staff or students. Voice mail or text messages are not secure or private. Messages are subject to review and audit at any time without prior notice. Employees do not have a personal privacy right in any messages received or recorded on the voice mail or text message system. Personal long distance calls are not to be charged to TIEC. TIECs 1-800 telephone number should be used for staff, students and selected clients. It should not be provided to family and friends for personal use. TIEC telephone long distance codes will be issued to designated employees for use in TIEC business. Statements are provided monthly for certification of business related calls. Random audits of calls on statements may be conducted. Long distance codes should not be transferred to other employees and will be canceled at termination of employment. Cellular telephones issued by TIEC are restricted to employees whose responsibilities require their use, are to be used for TIEC business only, and returned to TIEC upon employee's termination or resignation or upon request. Personal charges must be reimbursed to TIEC. TIEC does not encourage employees to use personal cellular telephones for TIEC business. Use of these telephones for TIEC business is strictly voluntary on the part of the employee. Misuse of telephones is a violation and is subject to discipline up to and including termination.
E-mail and Internet Use

TIEC provides E-mail and Internet use to staff to support their official duties and responsibilities. User's activities should represent the best interests of TIEC and its affiliated universities. Failure to use these services properly can result in immediate dismissal. All electronic mail (E-mail) is subject to audit/review at any time without prior notice. It is not secure. Employees do not have a personal privacy right in any matter created, received, or sent from the E-mail system. Always represent yourself as yourself - never someone else. Do not place on the Internet or E-mail any material that would be considered inappropriate, offensive or disrespectful to others and do not access such material. While there is no universally accepted definition of what constitutes "offensive" or "inappropriate" material, you should use good judgment and not use slang or abusive language or access sites that use such language or display pornographic or otherwise offensive material. E-mail or Internet access is not to be used for personal gain or profit, commercial purposes, or for solicitation. 8
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Downloading any shareware is unauthorized. Before downloading any information, be sure to read all the copyright information and notices. Be sure that all requirements can be adhered to or do not download the material. If you are unclear about the restriction, please contact your supervisor.
Bulletin Boards
A bulletin board exists for the purpose of communication with employees. Check it regularly for official announcements, job openings and recreational activities. Only authorized persons may post, take down, or alter items on the board. The official bulletin board is located in the first floor kitchen.
Employment Verification
Employment verifications or requests for information beyond employment dates must be authorized in writing by the employee. Employment verification requests, such as for mortgage and automobile loan applications must be submitted in writing to Employer Support Services, Inc. All requests for employment references or documents or information from the employees personnel files for current and former employees should be directed to the Accounting Department. Only Employer Support Services, Inc. and employees of the Accounting Department or senior management personnel are authorized to provide information of any kind regarding current or former employees. Inquiring parties should be informed that all requests need to be made in writing.
Job Postings
Normally, it is the policy of TIEC to advise employees about advancement opportunities through internal job postings. You may submit a request for consideration for a specific position on a TIEC Job Application and forward it to the Accounting Department. When a position becomes available, every effort will be made to fill it by considering all qualified TIEC employees. Selection shall be based upon job-related factors which shall include, but not limited to, relevant work experience and performance history, education and/or training, and required skills, knowledge and abilities. By performing your job well, you may become qualified to fill a position of greater skill, responsibility and value at TIEC.
HIPAA
TIEC sponsors a group healthcare plan that is subject to the Health Insurance Portability and Accountability Act (HIPAA). On the basis of that law, privacy regulations now apply to certain protected health information. TIEC as plan sponsor has adopted the following policy to comply with these regulations. TIECs medical privacy policy will continue to apply to medical information, and TIEC will comply with all other federal and state laws concerning medical privacy. TIEC generally only performs enrollment, changes in enrollment, and payroll deductions, and to the extent it obtains HIPAA-protected health information (PHI), it will maintain that information in confidence. Specifically, TIEC will not use or disclose such information for employment-related actions and decisions or in connection with other benefit plans. PHI refers to individually identifiable health information received by TIECs group health plan and created or received by a healthcare provider, health plan, or healthcare clearinghouse that relates to the past, present, or future health of an individual; the provision of health care to an individual; or the past, present, or future payment for the provision of health care. Such health information includes health status, medical condition, 9
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claims experience, receipt of health care, medical history, genetic information, and evidence of insurability and disability. PHI does not refer to health information received apart from a group health plan, such as workers compensation, short-term disability, long-term disability, medical information received based upon the Americans with Disabilities Act (ADA), or pre-employment physicals. However, TIECs medical privacy policy will apply to such information. The plan and its insurers/HMOs will only disclose summary health information to the plan sponsor for the purpose of obtaining premium bids or for the purposes of modifying, amending, or terminating the Employment Retirement Income Security Act (ERISA) healthcare plan. The plan and its insurers/HMOs will not disclose PHI to the plan sponsor. As a plan sponsor, TIEC will request summary health information only for the purpose of obtaining premium bids or for the purposes of modifying, amending, or terminating the ERISA healthcare plan. Summary health information means claims history, claims expenses, or type of claims experienced from which the following information has been deleted: Names Street address, city, county, ZIP code (except that geographic information may be aggregated by a fivedigit ZIP code) All elements of dates (except year) Telephone numbers Fax numbers Electronic-mail addresses Social Security numbers Medical records numbers Health plan beneficiary numbers Account numbers Certificate/license numbers Vehicle identifiers and serial numbers, including license plate numbers Device identifiers and serial numbers Web Universal Resource Locators (URL) Internet Protocol (IP) address numbers Biometric identifiers, including fingerprints and voiceprints Full-face photographic images and any comparable images Any other unique identifying number, characteristic, or code Before assisting employees with understanding the group health plan, filing claims, or disputing claims, TIEC will obtain an individuals authorization to access that persons protected health information. TIEC, as plan administrator and plan sponsor, will provide plan participants with a summary plan description. A notice of the privacy practices will be provided by the HMO or health insurer. TIEC will discipline (up to and including discharge) employees for improper access, use, or disclosure of protected health information or other confidential medical information. TIEC will not take any retaliatory action against any person for filing a complaint, assisting in an investigation, or otherwise opposing any act under the HIPAA privacy regulations. Any protected health information will be secured against unauthorized access. When protected health information is used for payment of benefits and plan operations, only the minimum necessary information will be released.
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Smoking
In an effort to provide a comfortable, safe and healthy working environment for our employees and visitors, smoking is allowed only outside the building and at least 15 feet from the doorways into the building. Violators of this policy should be reported to management who shall initiate appropriate disciplinary action.
Theft
Theft of any type will not be tolerated by TIEC. We consider property theft to be the unauthorized use of company service or facilities or the taking of any company property for personal use. Theft from other TIEC employees will not be tolerated. An employee who is caught stealing will be subject to immediate dismissal.
Solicitations and Distributions

No one may solicit funds, distribute literature or post notices on company premises without written permission from the Accounting Department.
Supplemental Employment
TIEC employees may engage in outside work such as consulting or part-time teaching, provided that the outside work is secondary to an employees TIEC responsibilities and the employee continues to meet the performance standards for his/her position at TIEC. All outside work should be reported to the employees immediate supervisor, in writing, prior to its commencement. Supplemental employment will not be accepted as an excuse for not reporting to work at TIEC or for not working overtime or outside of regular hours, if required. A TIEC employee who engages in outside work may not solicit or recruit any other person who is or was a TIEC employee, student, trainee, or client, or for whom the employee rendered services or with whom the employee became acquainted as a result of his/her duties at TIEC, to become an employee, student, trainee, or client of any other company or institution with which the employee holding outside work may become associated. Failure to comply with these policies may be grounds for termination.
Parking
Vehicles owned by employees must be issued a parking permit. Limited spaces are provided for employee parking. Parking on the street may be available, but TIEC has no liability for tickets issued to employees parking in areas not on TIECs property. Employees may not park their vehicles in TIECs designated parking area in the event the employee is out of town for more than 12 hours. Blocking another vehicle is strictly prohibited as well as parking in designated slots. Parking permits are obtained in Room 201B from the Technical Assistant.
Program Vehicle(s)
TIEC provides program vehicle(s) for the use of TIEC business. A sign out log and reservation sheet must be maintained for the use of program vehicle(s). Employees using a program vehicle must record travel in the log, which is provided in the vehicle. An employee who receives a traffic citation for moving or parking will be personally liable for the citation, including while on official business. Should this occur, please send a copy of the citation with proof of payment to the Accounting Department. Employees driving program vehicle(s) must maintain a clean driving record and stay insurable as a driver.
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Employees will be suspended from using program vehicle(s) in the event two or more accidents and traffic violations are committed while using program vehicle(s) within a year. All reimbursable mileage must be approved in advance. It is anticipated that employees may wish to use personal transportation in pursuit of their duties on a voluntary basis. This will be inter-city and especially in connection with representation to pre-approved program travel. When personal transportation is used intercity, reimbursement will be at one-third of standard state rates and based on state mileage, if approved in advance. A travel authorization should be submitted prior to travel. The following guidelines should be followed: 1) 2) 3) 4) 5) 6) Do not use the radio when passengers are in the vehicle. Drive cautiously and courteously, obeying all laws. Do NOT consume alcohol while you are responsible for or driving vehicle. Report any problems with vehicles immediately to your supervisor or the Accounting Department. Do not turn in vehicle with less then one-quarter tank of gas. Do not talk on a cell phone while driving.
Travel Requests
Employees may request absence from regular duties to attend and participate in conferences or meetings sponsored by institutions or professional organizations relating to TIEC/TIEP interests. The subject matter to be presented must relate directly to the employee's position or provide beneficial information to be shared in the employee's department. Travel requests shall be submitted in advance by completing a Request for Authorization to Travel form and submitting it to the employee's supervisor for approval by program officers. Reimbursement for authorized travel should be requested on the appropriate travel voucher.
Contracts & Use of Credit Cards

All contracts or agreements committing TIEC funds MUST be authorized in writing prior to the commitment. Contracts for catering, room or equipment rent, hotel accommodations, bus or van rentals or conferences are to be submitted to your supervisor for approval. Hotel accommodations are not to be guaranteed to TIEC unless authorized. Credit cards issued to employees are to be used for business expenses only. At the time of purchase, employees are to inform vendor of tax-exempt status. Sales receipts are to be attached to Travel Voucher or forwarded to the Accounting Department as appropriate.
Lost and Found

Any lost and found articles should be reported to the Accounting Department.
Employee Procedure During Inclement Weather

In the event that weather or other conditions are such that normal operations could be impeded, the President is responsible for determining whether classes will be cancelled and offices will be closed. Under these conditions, you should call your immediate supervisor for instructions. You will be paid at your regular rate during the period TIEC is officially closed.
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Employee Handbook
You may, at your option, elect to leave your duties prior to the official closing and/or remain absent beyond the official reopening. However, this will be considered as vacation or leave without pay, whichever is applicable. You should use your best judgment in deciding whether it is reasonable for you to attempt to get to work. TIEC will not be responsible for any personal injuries or property damage if you attempt to arrive at work. If you elect to remain at home due to inclement weather or for other reasons when TIEC is not officially closed, time off will be vacation or leave without pay.
Reduction in Work Force

It may be necessary to lay off employees for reasons such as loss of business, lack of work, consolidation of jobs, elimination of certain jobs or a part of our business, closure or sale of a facility, or any other business reason. Such layoffs are permanent unless stated in writing. TIEC will select the person or persons to be laid off based on its judgment of needs and skills. No laid-off employee has any right to be recalled.
Resignation
If you anticipate having to resign your position with TIEC, you are encouraged to notify your supervisor in writing at least two (2) weeks in advance of the date you must leave.
Exit Interviews
In instances where an employee leaves our employment, TIEC would like to discuss the reasons for leaving and recommendations that he/she may have about TIEC. Before separation, the employee will be asked to meet with someone from the Accounting Department to conduct an exit interview. TIEC hopes this exit interview will provide insights into possible improvements we can make as well as a time to collect company property. All information will be kept strictly confidential and will in no way affect any reference. Employer Support Services (ESS) will send you a packet containing important information about insurance continuation under COBRA.
Final Pay
The employee's final pay will be calculated after the supervisor notifies the Accounting Department of the date scheduled for the employee's separation. If another person is asked to pick up an employee's final paycheck, a letter of authorization must be on record. TIEC will take any legal steps necessary to obtain funds and all company provided equipment and/or materials owed by an employee upon separation. No cash payment will be made for vacation and sick leave accrued at the time of termination from TIEC.
AIDS
Overview
The following is TIEC's policy and procedure for handling employees who have the Acquired Immune Deficiency Syndrome (AIDS) or are HIV positive. Our goal is to provide employees with the necessary medical information to understand their medical risk in contracting this illness and to learn prevention techniques. Moreover, we want to safeguard the health of all employees, maintain productivity, and demonstrate our commitment to our affirmative action goals by providing work for employees who are disabled but are medically fit to work. 13
Employee Handbook
Policy
It is our policy to allow employees who are HIV positive or have AIDS who are medically fit to work to continue employment by providing reasonable work accommodation for them while accommodating the need for everyone else's safety. The reasonable accommodation will include intermittent leave. It is also our policy not to ask employees about their health unless there exists a business justification for doing so.
Medical Information
The following medical information on AIDS is followed by specific procedures when an employee has AIDS or is HIV positive. AIDS causes a breakdown in a person's normal protection against infections. Symptoms may appear long after contracting this disease. It is possible that some employees may already have contracted it but still be symptom-free. Medical experts advise there is no known risk of AIDS transmission between an affected employee and other employees while engaged in their normal activities which may involve close contact at work. This disease is not transmitted through breathing the same air or through use of toilet facilities. Even such poor hygienic practices as sharing a cigarette or a drinking cup is not a recognized risk of AIDS infection in a healthy person. Normally healthy persons need not fear infection through contact with AIDS victims by riding in the same car, living together, working together, or eating together. People with AIDS, however, are at much greater risk of developing infections from healthy individuals, as the AIDS victim's resistance to illness is impaired.
Procedures
The physical and emotional health and well-being of all employees must be protected and reasonable accommodation for the employee with AIDS (or who is HIV positive), though medically fit to work, must be provided. To meet these goals, these guidelines are to be followed: 1) The manager who learns that an employee has AIDS (or who is HIV positive) is to notify the Accounting Department, as well as any others with a need to know. 2) The employee with AIDS (or who is HIV positive), when requested by TIEC when based on jobrelated criteria and consistent with business necessity, must obtain a written medical opinion that the employee is medically fit to perform essential job functions. TIEC has the right to require an examination of the employee and the employee's medical records by a physician of its choice in order to obtain a second medical opinion. If the two opinions do not agree, the matter will be referred to the Accounting Department. 3) TIEC will assess the need for job modification or transfer for the employee to minimize the ill employee's exposure to further infections. 4) If a healthy employee refuses to work with an employee with AIDS (or who is HIV positive) who has been medically approved fit to work, job transfer or other work accommodation for the healthy employee will only occur when medically indicated by order of his or her own physician. TIEC retains the right to require an examination of the employee and the employee's medical records by a physician chosen by TIEC in order to obtain a second opinion. If the two opinions differ, the matter will be referred to the Accounting Department. In the absence of a medical order, normal transfer procedures will be followed. 5) To ensure that all employees have accurate medical information regarding AIDS, and to reduce unnecessary fear, managers will distribute brochures on AIDS to all employees. 6) Employees who have AIDS (or who are HIV positive) will be provided leave and intermittent leave in accordance with theTIEC sick leave policy. 14
Employee Handbook
Compensation
Paydays
Paydays are monthly, generally, the 31st of the month. If the designated wage payment date falls on a Saturday or Sunday, employees may be paid on the Friday before. Pay dates falling on a holiday will be paid on the previous business day. Employees may elect to receive their payroll on a semi-monthly basis. These payrolls are generally the 15th and 31st. Pay dates falling on a holiday will be paid on the previous business day. Personal salary information discussed with other employees is strictly forbidden. Failure to comply will result in disciplinary action up to and including termination.
Time Sheets
You are required to complete daily time sheets for each pay period. Time sheets are considered official documents and are subject to periodic audit. They must be completed accurately. Each time sheet must show the number of hours you worked, time allotted to specific projects (when applicable) and vacation, sick leave, holiday or other authorized leave taken. You must certify that all entries on your time sheet are accurate. Time sheets must be submitted to your supervisor in a timely manner. You are responsible for the accuracy of your time sheet. If you need to make a correction, you and your supervisor must certify the correction by initialing each change made. Failure to accurately record work hours may result in your receiving disciplinary action. Employees cannot record hours worked on another employee's timesheet. Altering another employee's timesheet is cause for disciplinary action up to, and including immediate dismissal, of both employees. Do not alter another person's record or influence anyone else to alter your record for you. In the event of an error in recording your time, please report the matter to your supervisor immediately.
Payroll Deductions (Mandatory)

TIEC is required to make certain deductions from your paycheck each time one is prepared. Among these are your federal income taxes and your contribution to Social Security as required by law. These deductions will be itemized on your paycheck earnings statement. The amount of the deductions may depend on your earnings and on the information you furnish on your IRS form W-4 form regarding the number of dependents/exemptions you claim. You should consult your financial advisor or the Internal Revenue Service (IRS) as to how many deductions to claim. Any change in name, address, telephone number, marital status or number of exemptions must be reported to the Accounting Department immediately to ensure proper credit for tax purposes. The Wage and Tax Statement (IRS form W-2) you receive each year indicates precisely how much of your earnings was deducted for these purposes. If a wage assignment or garnishment is received on your behalf, you will be contacted to review the details.
Payroll Deductions/Reductions (Voluntary)

Allowable deductions/reductions you authorize includes any portion of group insurance not paid by TIEC, 403(b) Optional Retirement Plan, contributing disability, or supplemental insurance. Contact the Accounting Department for details for the necessary authorization forms. These deductions will be itemized on your paycheck earnings statement. It is your responsibility to review your paycheck earnings statement to ensure that such deductions are correct. TIEC is not responsible for your non-receipt of benefits due to any administrative error that you failed to report to the Accounting Department. 15
Employee Handbook
Direct Deposit
TIEC offers direct deposit of your payroll check. Prior to the implementation of direct deposit, a Direct Deposit Authorization form and a voided check from your financial institution should be submitted to the Accounting Department. The direct deposit will usually be effective on the second payroll following submission of the Direct Deposit Authorization form, and you will be notified of the deposit via your TIEC check earnings statement. You should always verify that your direct deposit has been received by your financial institution before using funds.
Error in Pay
Every effort is made to avoid errors in your paycheck. If you believe an error has been made, call the Accounting Department. Upon notification, the Accounting Department will take the necessary steps to research the problem and to assure that any necessary correction is made properly and promptly within the next payroll-processing period. TIEC will promptly notify you if TIEC learns that it has erroneously overpaid you. You will immediately, upon notice, be obligated to repay the amount of the overpayment or work out an agreeable monthly schedule for repayment.
Overtime Pay
It is TIEC's policy to organize and schedule its activities so that overtime is worked only when absolutely necessary. If you are a non-exempt employee and you perform overtime work, you will be paid one and one-half (1 1/2) times your regular hourly wage for any time worked over forty (40) hours per week. If, during that week, you are away because of jury duty, or paid sick time, vacation or holiday, those hours not worked will not be counted as hours worked for the purpose of computing eligibility for overtime pay unless otherwise specified. All overtime work is to be authorized in advance by your supervisor and must be initialed on your time sheet by your supervisor. If you are an exempt employee, you are paid for whatever time is necessary to complete your assignments. Therefore, you are not eligible for monetary compensation for hours worked in excess of forty (40) hours per week but may be granted straight time off pending program needs and at the discretion of the supervisor.
Benefits
Group Insurance Benefits Eligibility
Employees classified as Regular Full-Time are eligible for group insurance benefits other than the 403(b) Retirement Savings Plan. Eligibility for the retirement savings plan is determined by the plan document. Once this requirement has been satisfied for a period of 30 days you are eligible to elect benefits with an effective date of the first of the month following completion of eligibility. Check your Summary of Employee Group Insurance Benefits booklet for additional information on employee packages.
Premium Sharing
As part of the insurance benefit package, TIEC will contribute to the insurance package of eligible employees through group premium sharing. When the cost of insurance benefits selected exceeds the premium sharing each month, the difference will be deducted from your paycheck. The structure of premium sharing will be in accordance with the Benefit Rate Structure in the Summary of Employee Group Insurance Benefits booklet. 16
Employee Handbook
Premium Payments During Leave of Absence

Employees on Leave of Absence Without Pay (LWOP) of any type for more than thirty (30) days will be required to pay monthly insurance premiums in order to maintain current group coverage in effect. In the beginning and ending months of the LWOP, the employee will be required to pay a pro-rated amount of the employer paid portion of the premium. (This will be computed using the number of days the employee is on leave in the first and last months divided by the number of days in that month.) Medical and dental coverages will be terminated due to a reduction in hours and may be continued under COBRA during the leave. The employee will pay the full amount of all insurance premiums (both the employee and employer portions) for coverage elected during each full month of leave. This includes those plans that are under the COBRA law (medical and dental) and any other plans in which the employee is enrolled. Failure to make these payments promptly will result in his/her individual insurance coverage being canceled. If cancelled, the employee will be subject to the waiting period upon returning to work.
403(b) Retirement Savings Plan

The TIEC Retirement Plan is a defined contribution plan that operates under Section 403(b) of the Internal Revenue Code. The purpose of the Plan is to provide retirement benefits for participating employees. Benefits under the Plan are provided by annuity contracts and mutual fund custodial accounts issued by fund sponsors approved by the TIEC Board of Directors. TIEC is the designated Plan Administrator and is responsible for enrolling participants, forwarding Plan contributions for each participant to the selected fund sponsors, and performing other duties as required for operating the Plan. When the employee begins participation in the Plan, contributions will be made automatically to the funding vehicles that the employee has chosen. The contributions are based on a percentage of your compensation. Plan Contributions by the employee are voluntary and are made on a before-tax (salary reduction) basis.
Eligibility
Eligibility to participate is determined by the TIEC 403b Plan Document. Please refer to your Summary Plan Description (SPD) for an explanation of these requirements.
Employer Contribution
TIEC will contribute 140% of eligible employee's pre-tax contributions up to 5 percent of total compensation. TIEC Plan contributions will be made only if the employee has made the required contribution. Plan contributions made on a before-tax basis will be made in accordance with the employees signed Agreement for Salary Reduction (ASR) with TIEC. Under the ASR, salary paid after the agreement is signed is reduced and the amount of the reduction is applied as premiums to one or more of the funding vehicles selected that are available under this Plan. The employee may terminate his/her ASR at any time. The ASR will be legally binding and irrevocable with respect to salary paid while the agreement is in effect. The employee is fully and immediately vested in the benefits arising from contributions made under this Plan. Such amounts are nonforfeitable. The normal retirement age under the Plan is age 65. Annuity income usually begins on the first of the month following that date. While it is expected that the Plan will continue indefinitely, TIEC reserves the right to modify or discontinue the Plan at any time. 17
Employee Handbook
A separate booklet, TIEC's 403(b) Retirement Summary Plan Description, contains the description of the plan and is provided to each employee upon initial employment providing eligibility requirements have been met. An acknowledgement of having been informed of the 403(b) Optional Retirement Plan is to be signed and returned to the Accounting Department for the employee's file.
University Federal Credit Union

Full-time and part-time employees are eligible to open accounts with any branch of the University Federal Credit Union.
Worker's Compensation Insurance

Worker's Compensation Insurance is provided to all employees for injuries sustained in the course and scope of employment effective upon date of hire. If you are injured on the job, you must notify your Supervisor within 24 hours or at the first reasonable opportunity, but not later than the 30th day after the date of your injury in order for the Accounting Department to complete forms promptly and accurately.
Unemployment Compensation Insurance

Upon termination of employment, you may be eligible to file for compensation from the Texas Workforce Commission (TWC). For more information you may contact the TWC office nearest you.
Cafeteria Premium Only Plan (Section 125)

If you elect to participate in TIEC's group insurance benefit program, you can elect to participate in the Section 125 plan otherwise known as TIEC's Premium Only Plan. Under this program, the portion of your pay that is contributed to pay the premium expense may not be subject to federal income or social security taxes. A summary plan description will be provided from the Accounting Department.
Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA)

An employee covered by TIEC's medical and dental insurance plan has a right to choose continuation of coverage if coverage is lost because of a reduction in hours of employment below minimum requirements or the termination of employment (for reasons other than gross misconduct). An initial notice will be sent to you and any dependents covered upon enrollment. An election notice will be sent to you and any dependents at termination of employment. You will be responsible for the entire amount of the premium plus any administrative fees up to 2% of the premium. Payments will be sent to a designated agent. Premiums due may be increased if the cost of the plan increases. Failure to submit payments in a timely manner will result in cancellation of the policy. COBRA participants remain subject to the rules of the plan and therefore must satisfy all costs related to deductibles, catastrophic, and other limits. Premium sharing will not be provided.
Medicare
Medicare is a federal health insurance program for people 65 years and older and covered employees of any age who are disabled. Local Social Security Administration offices take the applications for Medicare, assist beneficiaries in filing claims and provide information about the program. If you work past the age of 65 and are covered by TIEC's insurance benefit plan, Medicare will be the secondary health insurance payer. If you elect not to participate in TIEC's insurance benefit plan, Medicare will be the primary health insurance payer.
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Employee Handbook
Social Security
Social Security is the federal retirement program. TIEC makes a matching contribution of 6.2% of all wages up to the current years federal compensation limit.
Leave
Leave Benefit Eligibility
Regular Full-Time Employees are eligible for leave benefits.
Vacation
TIEC provides paid Vacation Leave for regular full-time employees and expects employees to use accrued Vacation Leave during the year in which it is earned. Temporary and part-time employees, consultants, and contract laborers do not accrue Vacation Leave. Vacation accruals for eligible employees begin on the first day of employment. Eligible employees accrue Vacation Leave according to the following table:
Hours Worked Per Week 40
Months of Service 0-24 96.00 25-60 108.00 61-120 120.00 121-180 132.00 181-240 156.00 241 Plus 180.00
Employees are eligible to take paid Vacation Leave after six (6) months of continuous uninterrupted service with TIEC. An employee does not earn Vacation Leave credit while on Leave of Absence without Pay of more than 30 days. Should there be a break in service of not more than one year, reactivation of accrued Vacation Leave will be granted. An employee who is initially employed as a temporary employee or as a temp to hire through an employment agency and is subsequently appointed as a benefits-eligible full-time employee will begin vacation accrual from the date of regular full-time employment. Vacation Leave for an employee whose scheduled working hours change in the middle of the month will accrue at the appropriate rate on the first day of the next month. Employees who wish to take vacation must submit a completed Absence from Work Request form to the Accounting Department, approved by the employee's supervisor. The Accounting Department completes the employees vacation hours requested, accrual balance and forwards the request to the President or Vice President for final approval. Sick Leave hours cannot be transferred to Vacation Leave accrual to cover insufficient balances. In the case of negative Vacation Leave accrual balances, payroll will be notified by the Accounting Department to deduct from the employees salary, the number of hours in the negative. Employees may carry forward accrued vacation leave from one fiscal year to the next up to a maximum of 120 hours. No cash payments will be made at termination or retirement for accrued Vacation Leave. Accrued Vacation Leave must be taken prior to the last week of employment. An eligible employee who is terminated for cause forfeits all accrued Vacation Leave.
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Employee Handbook
Loss of Eligibility
An employee whose employment is reduced to less than forty (40) hours per week will have accumulated Vacation Leave hours frozen. No further Vacation Leave will accrue. None of the balance may be used. If the employee returns to an eligible status, the Vacation Leave balance will be restored and may be used immediately.
Record-Keeping
Vacation Leave will be reported on your paycheck earnings statement. Reports will show accrued hours and hours taken.
Sick
TIEC provides paid Sick Leave when sickness, injury or pregnancy and confinement prevent the employees performance of duty; when a member of the employees immediate family who lives with the employee is actually ill; and when it is necessary to care for an immediate family member who is totally dependent upon the employee for care. Sick Leave accrual for eligible regular full-time employees begins on the first day of employment. Temporary and part-time employees, consultants, and contract laborers do not accrue Sick Leave. An employee who is initially employed as a temporary employee or as a temp to hire through an employment agency and is subsequently appointed as a benefits-eligible full-time employee will begin sick accrual from the date of regular full-time employment. Eligible employees accrue Sick Leave according to the following table:
Hours Worked Per Week 40
Annual Accrual In Hours 96.00
In the event of an on-the-job injury to the employee, he/she may use whatever Sick Leave he/she has accrued. After accrued Sick Leave is used, an employee may then, if covered, collect Workers Compensation Insurance. In no event can an employee collect Workmens Compensation Insurance while on Sick Leave status. If an employee is absent due to a Workers Compensation injury, Vacation Leave and Sick Leave accrual continues until employee has been absent for over 30 days at which time accrual of hours freeze. Accrual, on a pro-rata basis, will resume when the employee returns to work. When an employee exhausts accrued Sick Leave and Vacation Leave as a result of illness, he/she may be granted a Leave of Absence without Pay. A formal request written by the employee and signed by the supervisor is then forwarded to the Accounting Department for subsequent approval by an Executive Officer. Notification by the Accounting Department is sent to payroll to adjust employees salary. Should an employees Sick Leave balance fall below zero, Vacation Leave may be transferred to credit the Sick Leave balance. If the Sick Leave balance remains in the negative, payroll must be notified by the Accounting Department to make the necessary deductions from pay. Employees must inform their supervisors of their absence due to illness within 15 minutes before the start of the workday so that appropriate steps can be taken to assure that critical responsibilities can be met. Illnesses that result in an absence of more than three consecutive days must be verified by physician or hospital record and attached to the employees timesheet. 20
Employee Handbook
Employees must report all absences due to illness, regardless of the arrangements made to cover their duties during the absence. Such absences shall be reported on the weekly timesheet. Unused Sick Leave will be forfeited upon termination. Sick Leave balances do not carry over should there be a break in service. Sick Leave is not earned while the employee is on a Leave of Absence without Pay for over 30 days.
Loss of Eligibility
A staff employee whose appointment is reduced to less than forty (40) hours per week will have accumulated Sick Leave hours frozen. No further Sick Leave will accrue. None of the accrued balance may be used. If the employee returns to an eligible status, the Sick Leave balance will be restored and may be used immediately.
Record-Keeping
Sick Leave will be reported on your paycheck earnings statement. Reports will show accrued hours and hours taken.
Provision for Transfer of Sick Leave for Emergency Cases

In hardship cases where an employee has exhausted all Sick Leave and Vacation Leave, the employee may apply in writing to the Accounting Department for a transfer of Sick Leave from other qualified employees. The President must approve the request.
Donor
TIEC employees may contribute up to two (2) days or sixteen (16) hours of accrued Sick Leave per year to an employee who has depleted all Vacation Leave and Sick Leave hours that he/she has accrued while employed at TIEC. The contributing employee must have a balance of at least ten (10) days or eighty (80) hours of accrued Sick Leave to be eligible to transfer hours to a fellow employee. To transfer Sick Leave hours from one employee to another, the employee must complete an Authorization for Transfer of Sick Leave (ATSL) to authorize the specified hours to be deducted from their accrued Sick Leave.
Recipient
To be eligible to receive transferred Sick Leave hours from another employee, the receiving employee must have exhausted all accrued Vacation Leave and Sick Leave. The employee receiving the transfer hours may receive a maximum of sixteen (16) days or one hundred twenty-eight (128) hours of transferred leave each year and a combined lifetime maximum of thirty-two (32) days or two-hundred fifty-six (256) hours.
Funeral Leave
Funeral Leave may be taken for up to three (3) days with pay in the event of the death of immediate family member. Immediate family is defined as an employee's spouse, parents, mother or father-in-law, employee's and employee's spouse's brother, sisters, grandparents, grandchildren and children. Funeral Leave pay will be at the employee's regular rate of pay. If a holiday or part of an employee's vacation occurs on any of the days of absence, Funeral Leave pay will not be awarded in addition to holiday or vacation pay. 21
Employee Handbook
Jury Duty
TIEC will grant time off from work with pay for employees called to serve on Jury Duty. Such leave does not apply to other court appearances, such as a response to a subpoena. The employee must notify his/her supervisor as soon as the employee receives a summons for Jury Duty. A copy of the summons must be submitted to the Accounting Department attached to a completed Absence From Work Request form. While on Jury Duty, an employee may receive regular salary for up to two (2) weeks of jury service in each calendar year. The employee may retain any compensation received from service on a jury.
Disability Leave
Employees are eligible to receive Disability Leave during major sickness, illness or pregnancy or if injured. Disability Leave is generally without pay. Disability Leave may be granted if the employee is unable to perform the job, but in no event will Disability Leave be for a period in excess of 2 months or sixty (60) days. To qualify for such disability leave the employee must report illness, pregnancy, or injury to the supervisor, in writing, as soon as possible by attaching a statement from the attending physician showing the nature of the disability and the date the disability began or will begin. Employees placed on Disability Leave may be eligible to apply accrued Sick Leave and Vacation Leave to time spent while on Disability Leave. Employees, if eligible, may use their Disability Benefits. Medical and Dental Insurance Benefits can continue as long as the employee submits premium payments to TIEC by the specified due date. Employees will be required to present a fitness-for-duty certificate prior to being restored to employment. Return to work may be delayed until certification is provided.
Uniformed Services Leave (Military Duty)

Military Duty is a Leave of Absence Without Pay. Under The Uniformed Services Employment and Reemployment Rights Act (USERRA), you have the right to be reemployed in your civilian job if you leave that job to perform service in the uniformed services and meet certain requirements as outlined in the Act. You also have the right to be free from discrimination or retaliation based upon your military service. If you leave your job to perform military service, you have the right to elect to continue your existing employer-based health plan coverage for you and your dependents for up to 24 months while in the military. Even if you don't elect to continue coverage during your military service, you have the right to be reinstated in your employer's health plan when you are reemployed, generally without any waiting periods or exclusions (e.g., pre-existing condition exclusions) except for service-connected illnesses or injuries. Please see the USERRA poster for detailed requirements by you and the company.
Back to Work Policy

For employees returning to work after a prolonged illness: 1) The employee must have written clearance by the attending doctor to return to work. This must be submitted to the Accounting Department at the time of return to work. 2) While some modification of normal duties may be permitted for a limited period, the employee should be able to return to duty, capable of carrying out the essential responsibilities and duties of his/her position. 3) It is the employee's responsibility upon return to work to follow all instructions from the doctor; TIEC assumes no responsibility for monitoring adherence to a doctor's instructions.
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Employee Handbook
Leave of Absence Without Pay

A Leave of Absence Without Pay may be granted to an employee for a compelling personal reason such as the birth or adoption of a child or the provision of care for an immediate family member with a serious health problem. Leaves of Absence Without Pay are normally limited to a maximum of three (3) months, within a twelve month period, although exceptions may be made under certain circumstances. Expected duration will be one factor in deciding whether to grant a Leave of Absence Without Pay request. Other factors include: 1) The reason for request. 2) Department's ability to complete the employee's work during the requested Leave of Absence Without Pay period. 3) The employee's overall work record. In order for a Leave of Absence Without Pay request to be granted, an employee must submit a request in writing prior to the requested absence, except in emergency situations. The Leave of Absence Without Pay request must be approved by the supervisor, and is submitted to the Accounting Department for further approval. A Leave of Absence Without Pay request will not normally be granted to an employee with less than one year of service. Any accrued vacation leave must be exhausted before an employee is allowed to begin a Leave of Absence Without Pay period. Leaves of Absence granted by TIEC shall be without loss of seniority. Previous accumulation of vacation, sick leave, etc. is not affected by a leave of absence but shall not continue to accrue during the leave after 30 days. Thus, a Leave of Absence freezes all timetables for accumulating any employee benefits. This timetable resumes when the employee returns to work. Upon return to work, the employee will be eligible to earn Sick Leave appropriate to seniority date. Vacation Leave begins to accrue on the first day of the month subsequent to the employee's return to active pay status. An employee returning from an authorized Leave of Absence as scheduled may be placed in the same position or a position comparable to that which the employee held before entering into the authorized Leave of Absence. It is understood that there is no guarantee that employees will be reinstated after the completion of a Leave of Absence. The decision will always be made according to TIEC's needs at that time.
Insurance Premium Payment During a Leave of Absence

While an employee is on a Leave of Absence Without Pay from TIEC, he/she will be responsible for paying the total premiums for insurance coverage for the employee and his/her dependents. Failure to do so may result in loss of coverage and possible refusal by the insurance carrier to allow coverage to be reinstated. (See page 17 for more details.)
Holidays
As a regular full-time employee, you are entitled to receive paid holidays at your current rate of pay. Holiday pay will not be paid if the employee is on a leave of absence when the holiday occurs. Regular Part-Time and temporary employees as well as contract labor are not entitled to holiday pay. If you are required to work during a designated TIEC holiday, you will receive pay at the regular rate. Holidays will not be considered "time worked" for purposes of calculating overtime. Non-exempt employees who are required to work during a holiday will be paid time and a half only when "hours worked" exceed 40 hours. 23
Employee Handbook
Holiday Schedule
New Years (2 days) Martin Luther King Day Memorial Day Independence Day Labor Day Thanksgiving (2 days) Christmas (2 days) Floating Holidays Depending on the first date of employment, regular full-time employees are granted up to two days per fiscal year as a floating holiday (at their discretion) in addition to holidays listed above, as follows: employment during the first six months of the fiscal year, two days; employment during the last six months of the fiscal year, one day. You must submit a leave of absence form for approval in advance. Unused floating holidays do not carry over to the next fiscal year. A holiday schedule will be posted each year defining the dates observed for each holiday.
Safety
Safety Policy
TIECs policy is to provide a safe and healthy place of employment for every employee and to abide by accident prevention regulations set forth by the Federal, State and Local Governments. This means we aim to provide rules and regulations for the safety of employees and to warn them under certain conditions as to the hazards of their position or employment. It is TIECs policy that the rules listed should be strictly observed at all times. If a rule that might cover any specific safety hazard condition is omitted, that shall be no excuse for carelessness or disregard of common sense in the performance of an employees work. 1) Report unsafe conditions to supervisor. 2) Promptly report all injuries to supervisor. 3) Report any defective tools and equipment to supervisor immediately. 4) Do not place materials/equipment in front of or within 5 feet of entrances/exits and in stairways. 5) Practice good housekeeping at all times. 6) Do not stand or sit on moving equipment. 7) The use of, or being under the influence of, intoxicating beverages or illegal drugs while on the job is prohibited. 8) All posted safety rules must be obeyed and not removed except by managements authorization. 9) Comply at all times with all known federal, state and local safety laws as well as employer regulations and policies. 10) Horseplay causes accidents and will not be tolerated. Abuse or disregard of these rules is a violation of TIECs policy and will be cause for immediate disciplinary action up to and including termination. 24
Employee Handbook
Building Code
For the safety of all personnel, students, and the security of equipment, it is imperative that all exterior doors be closed tightly and locked upon entering and leaving the building during off-hours and weekends. Exit doors shall not be locked or obstructed in such a way that the door cannot be opened from the inside. Doors shall not at anytime be propped open. Stairways whether interior or exterior, and hallways leading to an exit cannot obstruct passage. Paint cans, gasoline, or any other flammables shall not to be stored inside the building.
Accident Reports
An employee who is injured or has an accident while on duty must notify his/her supervisor immediately, regardless of the severity of the injury. First Report of Injury for Worker's Compensation Insurance Fund will then be processed by the Accounting Department.
Workplace Violence
TIEC defines violence to include physically harming another, shoving, pushing, harassment, intimidation, coercion, brandishing weapons, and threats or talk of violence. The safety and security of TIEC's employee's, students, and the general public are of vital importance. Therefore acts of violence made by an employee against another person's life, health, well-being, family, or property will not be tolerated. Employees found guilty of acts or threats of violence will be subject to discipline, up to and including immediate termination. It is a requirement that employees report, in accordance with this policy, any behavior that compromises TIEC's ability to maintain a safe work environment. All reports will be investigated immediately and kept confidential except where there is a legitimate need to know. No one is expected to endanger their lives or health to help others; but no employee will be penalized for engaging in such an act.
Firearms
Possession of firearms or other weapons on TIEC property is prohibited. This prohibition also applies to individuals who possess a license to carry a concealed handgun under the authority of Texas Concealed Handgun Permit Law. Violation of this policy may lead to disciplinary action, up to and including termination of employment.
Conclusion
The contents of the TIEC Employee Handbook are for general information only, and the language used is not intended to create or constitute a guarantee of employment. Policies and programs presented here in summary form are not inclusive and are subject to management interpretation and TIEC practices. TIEC reserves the right to make final decisions concerning the interpretation and application of the policies and programs, and to change or discontinue them at any time with or without further notices to employees. The Employee Handbook will be updated and reissued periodically. Questions about the material presented in this handbook should be directed to a supervisor. It is the employee's responsibility to ask questions if the employee does not understand the policies and programs outlined here.
25
RECEIPT FOR EMPLOYEE HANDBOOK

I have received the Employee Handbook of the Texas International Education Consortium (TIEC). In consideration for my employment with TIEC, including any programs of TIEC, I agree to abide by all the rules of conduct, regulations, and conditions as stated herein. I understand that: The Employee Handbook is for general guidance only. The provisions stated in the Handbook do not alter my AT-WILL employment or constitute an employment agreement or binding employment contract between TIEC and its employees. The Employee Handbook does not guarantee continued employment. Employment relationship can be terminated at any time, by either the employee or TIEC, for any reason or no reason at all. TIEC reserves the right to change, modify, add, or eliminate any provisions within the Employee Handbook at any time, without notice. The provisions contained in the Employee Handbook are applicable to all employees. Any promises made to me, which conflict with the provisions of this handbook, are effective only if in writing and signed by the President and Chief Executive Officer or designee. I have read the above statement and acknowledge receipt of the TIEC Employee Handbook.
Signature__________________________________________ Print Name_________________________________________ Date______________________________________________
Drug - Free Workplace Policy Acknowledgment

I acknowledge that I have received a copy of the of the Texas International Education Consortium (TIEC) Drug-Free Workplace Policy. I also acknowledge that the provisions of the Policy are part of the terms and conditions of my employment and that I agree to abide by them.
Date
Signature Print Name Social Security Number

TIEC Employee Handbook Rev 9 9 081 - NoRestriction

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Texas International Education Consortium

Texas International Education Consortium

DISCLAIMER EMPLOYMENT AT-WILL

Equal Employment Opportunity

American with Disabilities Act (ADA)

Employer Support Services (ESS)

Proof of U.S. Citizenship & Right to Work

Texas International Education Consortium

Lunch Period and Break Periods

Texas International Education Consortium

Staff Performance Appraisals and Job Responsibilities

Texas International Education Consortium

Texas International Education Consortium

Sexual Harassment in the Workplace

Outside Activities with Students/Participants

Alcohol and Controlled Substance Policy

Texas International Education Consortium

Property and Equipment Care

Texas International Education Consortium

E-mail and Internet Use

Texas International Education Consortium

Texas International Education Consortium

Texas International Education Consortium

Solicitations and Distributions

Texas International Education Consortium

Contracts & Use of Credit Cards

Lost and Found

Employee Procedure During Inclement Weather

Texas International Education Consortium

Reduction in Work Force

Texas International Education Consortium

Texas International Education Consortium

Payroll Deductions (Mandatory)

Payroll Deductions/Reductions (Voluntary)

Texas International Education Consortium

Texas International Education Consortium

Premium Payments During Leave of Absence

403(b) Retirement Savings Plan

Texas International Education Consortium

University Federal Credit Union

Worker's Compensation Insurance

Unemployment Compensation Insurance

Cafeteria Premium Only Plan (Section 125)

Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA)

Texas International Education Consortium

Hours Worked Per Week 40

Texas International Education Consortium

Hours Worked Per Week 40

Annual Accrual In Hours 96.00

Texas International Education Consortium

Provision for Transfer of Sick Leave for Emergency Cases

Texas International Education Consortium

Uniformed Services Leave (Military Duty)

Back to Work Policy

Texas International Education Consortium

Leave of Absence Without Pay

Insurance Premium Payment During a Leave of Absence

Texas International Education Consortium

Texas International Education Consortium

RECEIPT FOR EMPLOYEE HANDBOOK

Texas International Education Consortium

Drug - Free Workplace Policy Acknowledgment

Signature Print Name Social Security Number