Employee Benefits

Employee Benefits jgastley3 Thu, 05/31/2012 - 09:41

Awards Policy

Awards Policy
Type of Policy
Administrative
jgastley3 Thu, 05/31/2012 - 14:50
Policy No
6.4
Effective Date
Review Date
Policy Owner
Human Resources
Contact Name
Kevin Merkel
Contact Title
Senior Director-Payroll and Total Rewards
Contact Email
Kevin.Merkel@ohr.gatech.edu
Policy Statement

The Georgia Institute of Technology supports recognition of outstanding employee contributions at all organizational levels. Awards recognize employees who perform "above and beyond" expectations. Awards must be paid from non-State funds and may be made in the form of cash payment, plaque, trophy, pin, certificate, meals or reception.

Procedures

Guidelines

  1. All awards are designed for individual’s whose contributions demonstrate a benefit to the Institute or unit operations.
  2. All units shall have documented nomination/selection criteria for any award. If a unit chooses to have a selection committee, all members’ names should be documented.
  3. Nominations for awards are open to any regular, temporary, or student employee of the sponsoring unit.
  4. Nominations for all awards must be made to the designated official within each unit of the Institute.
  5. All nominees must be in good standing (no current disciplinary action and a minimum of fully successful/meets requirement performance level) with the Institute.
  6. All competitive awards must include a minimum of two (2)-qualified nominees. There may be up to three winners if there are multiple nominees or competitors. In no case will more than one half of the nominees be declared winners of awards.
  7. The names of all winners of Awards will be submitted to the Director of Grants and Contracts.
  8. All awards must comply with the State of Georgia and Board of Regents compensation policies.
  9. No award may represent extra compensation or overtime payment to the employee.
  10. All awards are subject to the appropriate federal, state and local taxes (see Employee Awards and Prizes).

 

Employee Benefits Program

Employee Benefits Program
Type of Policy
Administrative
jgastley3 Thu, 05/31/2012 - 14:51
Policy No
6.5
Last Revised
Review Date
Policy Owner
Human Resources
Contact Name
Kevin Merkel
Contact Title
Senior Director-Payroll and Total Rewards
Contact Email
Kevin.Merkel@ohr.gatech.edu
Procedures

Georgia Tech offers a comprehensive benefits package designed to meet the diverse needs of our faculty and staff. Our benefits are competitive and are an important component of the total compensation package. Georgia Tech offers a robust choice of health and welfare plans including medical, dental, vision, flexible spending, disability and life insurance plans. These programs are reviewed regularly and may be amended at the discretion of the Institute with concurrence from the University System of Georgia

Certain benefits are unique to members of the Faculty and are identified as such.

Benefits information, including eligibility, available insurance plans, and enrollment information, may be found by visiting: http://www.ohr.gatech.edu/benefits

Faculty & Staff Assistance Program (FSAP)

Faculty & Staff Assistance Program (FSAP)
Type of Policy
Administrative
jgastley3 Thu, 05/31/2012 - 14:49
Policy No
6.03
Effective Date
Last Revised
Review Date
Policy Owner
Human Resources
Contact Name
Kevin Merkel
Contact Title
Senior Director-Payroll and Total Rewards
Contact Email
Kevin.Merkel@ohr.gatech.edu
Policy Statement

Georgia Institute of Technology maintains the Faculty & Staff Assistance Program (FSAP) to provide assistance at no cost to employees suffering from personal/emotional problems which may affect work performance. Provided services include, but are not limited to: psychosocial assessment for mental health problems such as depression, nervous or emotional disorders, and substance abuse; life transition assistance (divorce, retirement, marital distress, etc.); counseling; referral; case management; and follow-up. FSAP services also include supervisory and management consultation on work-life situations which may impair the functioning of a team or departmental staff. Although FSAP does not provide direct medical, financial, or legal services, it may be of assistance in obtaining referrals to appropriate professional provider(s).

An employee's voluntary decision to seek assistance from FSAP will not be used as the basis for disciplinary action, and will not be a defense to the imposition of disciplinary action where facts proving a violation of university policy are obtained outside of FSAP. FSAP is staffed by an Employee Assistance Professional (EAP) counselor who is a licensed provider of mental health services in the state of Georgia.

Procedures

Eligible Participants

Eligible participants include all non-student faculty and staff of the Georgia Institute of Technology and Georgia Tech Research Institute, their family members, and immediate significant others. Employees concerned about a problem are encouraged to contact FSAP. Supervisors are encouraged to contact FSAP regarding employees who may show substandard performance or unusual behavior on the job.

Employees will be seen individually for problem assessment. If the problem should require additional professional services beyond the scope of FSAP – such as psychological or medical testing, and/or extended counseling – the Employee Assistance Counselor may recommend qualified clinicians, treatment facilities and/or agencies that the employee may access. Follow-up contacts will be available, as necessary, to meet the employee's needs.

Confidential Referrals

Confidential referrals to FSAP may be made by:

  1. Employee (self-referral)
  2. Managers and supervisors (supervisory referral)
    • Suggested (voluntary)
    • Administrative (mandatory)
  3. Office of Human Resources
    • Substance abuse referral
    • Result of a critical incident ( i.e. accidents, death, etc.)
  4. Other Sources (e.g., co-worker or family member)

Appointments

Appointments may be made by faculty and staff members, supervisors, or OHR personnel by calling (404) 894-1225. Appointment information is listed below:

  1. Information about persons who may have made an appointment with FSAP is not available to anyone except as described under "Confidentiality" below.
  2. Sessions will be scheduled within 48 hours of call (excluding weekends and holidays) or as soon as possible thereafter.
  3. FSAP appointments are available between 8:30 a.m. and 4:00 p.m. Monday through Friday except holidays.
  4. Sessions will be held at the FSAP professional's office, either on campus or at various Atlanta locations. Other locations may be approved if warranted by the situation.
  5. Basic information about the referral circumstances will be requested at the time of initial telephone contact.

Clients will be referred to appropriate outside resources as needed:

  1. Situations involving longer term care may be immediately referred upon completion of assessment (1-2 sessions).
  2. Clients will be responsible for verifying their own insurance eligibility and coverage as well as costs associated with an outside referral.

Confidentiality

No information will be shared with persons outside of FSAP without the written consent of the client except under the following conditions:

  • Legal requirements for disclosure of confidential information where:
    1. There is a threat of injury to self or others.
    2. Child abuse is involved.
    3. In the event there is a court order to open records.
  • Administrative referrals -- In all cases of administrative referral, FSAP will provide the client's supervisor with the following information:
    • Verification of scheduling and attending required FSAP sessions.
      • Verification of mandatory appointments will be made to supervisors within 24 hours of first session.
      • Verification of compliance with FSAP treatment recommendations.
    • Follow-up contact in writing upon completion of mandatory sessions.
    • Estimated length of absence if missing work is required for treatment recommended by FSAP.

All administratively referred clients will be asked to sign a voluntary release of information. Information to be released will be discussed with the client prior to disclosure.

  • Office of Human Resources referrals - Information will be shared within the OHR on a need-to-know basis in order to resolve the current situation.
  • Voluntary Release of Information is required:
    • When the client requests an outside party (i.e. supervisor, family member, etc.) become involved in his/her case.
    • When an outside referral is required and information is needed for
      • Insurance pre-certification.
      • providing outside clinical referrals.

Records

All records related to FSAP participation are kept within FSAP and maintained by the Employee Assistance Counselor. They are not associated with OHR employee records. FSAP will not note program participation on employee permanent records.

Supervisory Assistance

  1. FSAP is available for supervisory consultation on a variety of worklife situations.
  2. Periodically FSAP will provide supervisory training to first line supervisors and middle management to assist them in identifying and making appropriate referrals to the Faculty & Staff Assistance Program.
  3. FSAP can only provide supervisors with the following information unless the employee gives permission for more information to be disclosed:
    • Verification of scheduling and attending required FSAP sessions.
      • Verification of mandatory appointments will be made to supervisors within 24 hours of first session.
      • Verification of compliance with FSAP treatment recommendations.
    • Follow-up contact at the conclusion of administratively mandated sessions.
    • Estimated length of absence if missing work is required for treatment recommended by FSAP.

Research

All FSAP client intake and follow-up data will be used without identifiers by FSAP (or other researchers approved by the OHR) for program evaluation and research data. The results of these efforts may be presented by FSAP for:

  1. Training, supervision and evaluation purposes.
  2. Professional publication

Georgia Tech Foundation Flower Fund

Georgia Tech Foundation Flower Fund
Type of Policy
Administrative
jgastley3 Thu, 05/31/2012 - 14:48
Policy No
6.02
Effective Date
Last Revised
Review Date
Policy Owner
Development, Office of
Contact Name
GT Foundation
Contact Email
frontdesk@gtf.gatech.edu
Policy Statement

The Georgia Tech Faculty-Staff Flower Fund is available to pay for flowers or other expressions of concern to be sent:

  1. On the occasion of the death of a faculty or staff member or upon the death of a family member of such person (limited to spouse, children, parents, brother, sister or retired faculty/staff member).
  2. On the occasion of hospitalization for illness or accident of a faculty or staff member, or, the hospitalization for illness or accident of the faculty or staff member's spouse, children, parents, brother, sister or retired faculty/staff member.
Procedures

In order to have flowers sent for an occasion mentioned above, the person/organization desiring such should contact the Georgia Tech Foundation, (404) 894-5072. The Foundation will order the flowers, with a card reading "From the President, Faculty, and Staff of the Georgia Institute of Technology," and pay for them from the flower fund.

Worker's Compensation

Worker's Compensation
Type of Policy
Administrative
jgastley3 Wed, 07/18/2012 - 07:47
Last Revised
Review Date
Policy Owner
Human Resources
Contact Name
Kevin Merkel
Contact Title
Senior Director-Payroll and Total Rewards
Contact Email
Kevin.Merkel@ohr.gatech.edu
Policy Statement

The state of Georgia is self-insured for Workers' Compensation benefits. All employees on the Institute's payroll are protected under this plan, and benefits are paid to cover injuries resulting from work, whether that injury occurred on or away from the employee's normal work site.

The three areas of responsibility, as they pertain to Workers' Compensation, are Human Resources, Environmental Safety, and Department of Administrative Services (DOAS)-Risk Management. Workers’ Compensation information, forms and instructions on completing forms may be obtained by accessing the Benefits website at www.ohr.gatech.edu or by contacting the Office of Human Resources (OHR) at 500 Tech Parkway, Atlanta, GA 30332, (404) 894-3925.

The Office of Human Resources assists campus units in complying with state and Institute policies and serves as official repository for all records pertaining to a given claim. OHR acts as liaison between the Georgia Department of Administrative Services and campus units to ensure immediate needs of injured worker are fulfilled. Finally, OHR assists employees who need to forward medical invoices and out-of-pocket expense receipts to the Georgia Department of Administrative Services for reimbursement.

The Environmental Science, Health, and Safety Department will chart trends for the causes of work-related injuries and will develop and conduct remedial training programs where appropriate. Also, this department will conduct certain investigations relating to environmental causes or effects.

DOAS--Risk Management will investigate all claims involving litigation or when third parties are involved. This department also reviews questionable claims, decisions to controvert, and requests for referrals to physicians not on the Institute's currently approved panel. The assignment of private investigators will be made at the sole discretion of this department. Finally, this department will have oversight on all claim expenditures.

Procedures

If you are injured on the job, you must report the injury to your departmental supervisor immediately. Your departmental supervisor should report your injury to DOAS by calling 877-656-7475. Then call AmeriSys at 678-781-2848 or 800-900-1582 to talk to a case manager who will assist you in selecting a physician, scheduling an appointment and obtaining follow-up care.

Emergency Care Procedure

If, as a result of a work-related injury or illness, you require immediate medical attention, you should proceed to the nearest emergency medical care facility, or call 911 for assistance. Following your emergency admission, service or procedure you or your departmental supervisor must notify AmeriSys Managed Care of your injury by calling (678) 781-2848 or (800) 900-1582.

If you require additional care, contact AmeriSys Managed Care at (678) 781-2848 or (800) 900-1582 and speak to a case manager who will assist you in selecting an authorized treating physician. Your authorized treating physician will then evaluate your treatment plan and make further recommendations. The week following your injury, your departmental supervisor should call DOAS at (877) 656-7475 to verify that the claim has been properly set-up.

TeleClaim Reporting Instructions

Departmental supervisors should call DOAS TeleClaim (toll free (877) 656-7475, 24 hours a day, 7 days a week) to report injuries within 24 hours of an accident. Reporting should be delayed only long enough for the supervisor to take the employee to the doctor. Claims may only be reported by a supervisor. Employees cannot call in their own claims.

As soon as possible after the accident call with the following information:

  • Name and address of injured employee
  • Name and address of employing agency
  • Social Security number of injured employee
  • Age and sex of injured employee
  • Date & time of accident
  • Description of accident (how, where, why)
  • Type of Injury (cut, scrape, burn, etc.)
  • Exact part of body injured
  • Place of occurrence
  • Full-time / Part-time employee
  • Hourly / weekly / monthly wage
  • Date of hire
  • Witness(es) (name and telephone number)
  • Name and address of physician / hospital
  • Has injured employee returned to work?
  • Anticipated length of disability
  • Basic job duties
  • Description of physical requirements of job
  • Supervisor's name and telephone number

Once a claim has been reported through TeleClaim, any corrections to the above information should be made by calling your dedicated DOAS Workers' Compensation Specialist. A copy of the completed first report of injury will be faxed to the number designated by your agency and your DOAS Workers' Compensation Specialist within 24 hours of the report. Only injuries requiring medical care or lost time from work should be reported to TeleClaim. Injuries requiring only first aid or requiring no medical care should be recorded within the agency as an incident only ("incident only" forms can be obtained from DOAS or from the OHR webpage): https://ohr.gatech.edu/sites/default/files/images/hr_incident_only_form.pdf 

Department of Administrative Services
P.O. Box 38198
Atlanta, Georgia 30334
(404) 656-6245